Executive Assistant/Board Relations
Dallas Economic Development Corporation
Reports to the CEO
Position:
The Executive Assistant for Dallas Economic Development Corporation (EDC) reports to and supports the CEO in managing office administration, board relations and day-to-day operations for a fast-growing startup. This role requires someone who can thrive in a high-pressure environment with big demands, ensuring smooth operations and effective communications at all levels. This is a new position that responsibilities will evolve over time.
Essential Functions:
To provide general administrative management for the organization – focusing on efficient and effective operations that support all functions for the organization. This includes coordination with technology providers as needed and telecommunications providers, as well as general office operations. The responsibilities also include administrative support to the CEO as well as board liaison for the Board of Directors and Committees as needed.
The individual must be very intuitive, self-directed, and capable of providing recommendations on decisions regarding the operations of the office. The position requires a high degree of professionalism, organizational skills, and the ability to manage a complex calendar. Attention to detail and accuracy are essential, as well as sensitivity to the nature of board relations.
This position requires a high degree of problem-solving capability, initiative, and the ability to work without supervision under pressure. The individual must be extremely flexible, possess the ability to multi-task and prioritize duties in response to the demands of the day-to-day activities of the organization. The position demands well developed people skills, tact, professional demeanor, and the ability to communicate effectively with individuals at all levels of the organization, including board members, volunteers, civic leaders, media, and public officials.
Skill Requirements and Competencies:
· Strong organizational and people skills. Excellent verbal and written communicator with ability to express ideas and thoughts clearly.
· Proficiency in Microsoft Excel, Word, PowerPoint, and database management. Proficient with virtual meetings.
- Demonstrates persistence and overcomes obstacles. Measures self against standard of excellence. Recognizes and acts on opportunities. Sets and achieves challenging goals.
· Must be confident, organized, articulate, and poised with the ability to represent the EDC as an organization.
· Punctual, reliable, and willing to go above and beyond for the good of the team. Must have a positive attitude.
- Develops innovative approaches and ideas, displays creative thinking and willingness to take on new challenges
- Uses time efficiently and works in an organized manner. Capable of prioritizing tasks and juggling competing priorities in a challenging environment. Able to work independently and simultaneously on multiple projects, balancing team, and individual responsibilities.
- Contributes to building positive team spirit, puts success of team and organization above own interests.
· Excellent ethics and integrity; demonstrated ability to maintain the highest level of confidentiality.
· Ability to execute with limited supervision; proactive and self-driven; flexible while working in a dynamic environment; able to suggest changes to processes or tools.
· Ability to set priorities, meet deadlines and manage multiple projects in a fast-paced, changing environment.
· Calendaring, scheduling meetings and events
· Knowledge of audio-visual equipment, ability to connect videoconference calls.
· Available for early or after-hours duties as business demands dictate, primarily events driven.
- Must be confident, articulate and poised with the ability to represent the executives at meetings in their absence.
- Ability to manage confidential communications on behalf of the CEO and Board.
Special Requirements:
This position is an onsite day to day position but during the initial start-up phase – may require some remote work. Local travel for meetings and support activities as requested and occasional evening and weekend work. Some early mornings and late evenings are required.
This position requires the ability to set up and run meetings and events. As such, individuals should be able to meet physical demands and be able to lift up to ten pounds.
Work Experience:
Minimum of 5 years C-suite administrative support desired. Experience in Public Open Meetings requirements and/or public sector experience.
Education
A college degree is required in business administration, communications, or a related field.
Specific Job Duties Include:
o Provide support to CEO/COO and others as needed.
o Assist in preparation of Agendas for Board Meetings and committee meetings as well as any PowerPoint presentations required. Distribute board packages in accordance with Open Meetings requirements in the time and manner required.
o Coordinate meeting agendas and public meeting postings with the City Economic Development Department and City Secretary’s office.
o Coordinate with consultants working for the EDC.
o Manage arrangements for Board Meetings and Committee meetings, and other events and dinners as requested. This may include catering, venue selection, staffing.
o Calendar management includes scheduling, changing, and reconfirming a busy calendar- including management of the organization calendar.
o Monitoring and management of the CEO’s e-mail, as needed.
o Management of board meetings (preparation, minutes, and record-keeping)
o Maintenance of board minute books and other legal documents
o Update electronic and printed collateral materials relating to board members and committee members.
o Maintain board information and other member information in the database including meeting attendance and board member engagement and volunteer time.
o Misc. administrative responsibilities: effective written correspondence both email and other for CEO, travel arrangements, expense reports, organization, and coordination of all files in conformance with record retention policy, contact list maintenance.
o Manage and maintain service vendors for all major office equipment, technology, and telecommunications– including evaluating technology requirements and equipment and making recommendations to the CEO.
o Provide administrative support for employee onboarding/offboarding.
o Provide training on the use of office equipment and policies.
o Responsible for facilities management of any office space.
o Manage all office equipment needs – both acquisition and maintenance and ensure continuous support for the office.
o Coordinate office supply purchases and maintain supplies focusing on expense control and reduction.
o Monthly expense reporting on office vendor accounts
o Participate in budgeting process and create monthly expense reports of office vendor accounts and supplies.
o Identify opportunities for process improvement in management of essential functions.
o Ensure adherence to company file retention policy.
o Represent the organization at events and programs hosted by the EDC.
o Set up and manage all meetings (catering, water, soda, badges etc.) and clean up.
o Other special projects as identified by the CEO.
o All other duties as requested by the CEO.
Job Type: Full-time
Pay: $65,000.00 - $75,000.00 per year
Experience:
- Microsoft Excel: 5 years (Required)
- Microsoft Powerpoint: 5 years (Required)
- C-Suite Admin: 5 years (Required)
Ability to Commute:
- Dallas, TX 75202 (Required)
Ability to Relocate:
- Dallas, TX 75202: Relocate before starting work (Required)
Work Location: In person