Executive Assistant Job at Downtown Dallas, Inc. in Dallas

The purpose of the Executive Assistant and Board Secretary position is to increase the bandwidth and velocity of the Executive Office in such a way as to allow the President & Chief Executive Officer (CEO), and the Chief Operations Officer (COO) to concentrate their time, effort, and priorities on strategic initiatives. In addition, this position is responsible for the coordination of activities of the Board of Governors and other DDI-related Boards and committees. 

Key Responsibilities:

Executive Assistant Duties: 

• Serve as a key member of the Executive Office for the central coordination of activities and planning to ensure timely flow of information to and from the Executive Office.
• Anticipate and respond appropriately, effectively, and efficiently to the needs of the President & CEO and COO.
• Provide a world-class level of support–personal and professional.
• Ensure information flow to-and-from the Executive Office via all available channels.
• Coordinate and address all requests made of the President & CEO, and COO and interface with internal, external, and high-level contacts with considerable discretion and initiative through phone, email, and mail.
• Review correspondence and draft responses for the President & CEO and COO as appropriate or forward to the appropriate person for response and/or reply.
• Facilitate communication and work closely with the leadership of the organization in a timely and efficient manner.
• Provide sophisticated and proactive calendar management.
• Maintain constant awareness of the President & CEO’s and COO’s priorities.
• Work to ensure accuracy, coordination, and prioritization of the calendar appointments, phone messages, correspondence, and other President & CEO and COO commitments and deliverables with little guidance.
• Make judgments and recommendations to ensure smooth day-to-day engagements.
• Proactively identify issues that could impact the successful execution of the President & CEO’s and COO’s commitments.
• Prepare the President & CEO and COO for internal and external meetings including, when necessary, creating reports and PowerPoint presentations, overseeing the development and distribution of the agenda, minutes, and materials.
• Initiate subsequent follow-up meetings and communications for key stakeholders as directed and promptly.
• Maintain familiarity with the specific needs of the President & CEO and COO.
• Manage contacts to ensure accurate and up-to-date entries, track VIP relations and correspondence; facilitate those relationships by becoming familiar with various life events (such as birthdays and other major milestones).
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Assist with project management as needed and present timely work-in-progress updates to the President & CEO and COO on the status of projects and tasks.
• Submit expense reports on behalf of the President & CEO and COO.
• Provide support to other members of the leadership team on an as-needed basis.

Board Secretary Duties:

• Oversee compliance with organizational bylaws, policies, and schedules as they pertain to the Board of Directors, Board of Governors, Finance Committee, and the Downtown Dallas, Inc. Foundation.
• Coordinate all Board meetings, prepare and distribute agendas, support materials, and minutes and other assigned duties.
• Work with DDI Committee Leads to coordinate committee meetings and assist with preparation as needed.
• Facilitate Board communications in a timely and efficient manner with the President & CEO.
• Handle and/or follow up on action items from Board minutes to completion. Maintain an ongoing list of projects and documents necessary for board review.
• Work with the Director of Membership Engagement & Events to coordinate with guests and presenters who attend Board meetings.
• Maintain Board roster and ensure that contact information is up to date.
• Anticipate and respond appropriately, effectively, and efficiently to the needs of the Board.
• Proactively identify issues that could impact the successful execution of Board commitments and responsibilities.
• Review correspondence and draft responses for the Board as appropriate or forward to the appropriate person for response and/or reply.
• Prepare Board Members for internal and external meetings including, when necessary, creating reports and PowerPoint presentations, overseeing the development and distribution of the agenda, minutes, and materials.
• Work with the Director of Membership Engagement & Events to prepare for meetings, including ordering lunch, booking conference rooms, setting up audio or video conferencing units.
• Initiate subsequent follow-up meetings and communication for key stakeholders as directed and on time.
• Understand bylaws and Board policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Performs other duties as assigned.

Requirements

Education and Experience 

• A BA/BS degree in a related field preferred.
• Minimum of seven years of progressive, high-level administrative experience supporting top-level executives and office management.
• Ability to communicate with all levels of management.
• Demonstrated ability to maintain a high level of confidential information and department integrity.

Language/Math/Reasoning Ability

• Excellent verbal and written communication skills.
• Ability to maintain confidentiality of sensitive information. 
• Possess the acumen to handle complex situations and multiple responsibilities simultaneously mixing long-term projects with the urgency of immediate demands of the operations. 

Computer Skills

• Proficient experience in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Salesforce.

Work Hours

•  Normal schedule – Monday - Friday, 8:30 am – 5:30 pm; periodic earlier mornings for board meetings; extended hours as necessary.