Charitable Advisors LLC
  • 17-Jun-2019 to 16-Jul-2019
  • - Downtown Indy
  • Indianapolis, IN, USA
  • highly competitive
  • Full Time
  • highly competitive

The Executive Assistant is responsible for providing clerical and administrative support to the President, and Vice Presidents. In addition the position is responsible for board of director communication including minutes and other required reports.  Finally, the position will prepare complex reports and policies and procedures.

Indianapolis Downtown, Inc. exists to improve Downtown.  It is action-oriented and addresses critical issues that affect Downtown's growth and well-being.  DII focuses on three areas: planning & development, management & safety and marketing/public space activation.  DII has a strong team environment where success depends upon collaboration and coordination within the organization and with other agencies, businesses, and government entities.

DUTIES
A. Supports President's and Vice President's  Daily Activities/Schedule
 1. Coordinate weekly with President and Vice President of Finance/Admin to manage workload and projects.
 2. Schedule meetings and field phone calls; handle as appropriate.
 3. Offer administrative support by completing reports, external correspondence and internal communication, as needed.
 4. Keep office and files organized. Coordinate quarterly office clean-ups.
 5. Support President's involvement in special events and boards.
 6. Assist President and Vice Presidents as needed.
 7. Assist with strategic planning and other corporate initiatives.

B. DII Board Support
 1. Ensure smooth operation of quarterly Board of Directors meeting by adhering to timeline and checklist.
  a. Complete minutes for each meeting.
 2. Ensure smooth operation of Board of Directors nomination process by adhering to the nominating procedures timeline and checklist.
 3. Create Board Handbooks and schedule orientation meetings between President and newly elected Board members.
 4. Coordinate Executive and Finance and Audit Committee meetings with President and Vice President of Finance and Administration.
  a. Complete minutes for each meeting.
 5. Review/update annual Schedule of DII Board Dates, Agendas & Inserts document.

C. General  Office Management
 1. Handle both incoming and outgoing mail. Distribute packages to appropriate staff or destination.
 2. Maintain overall office cleanliness. Encourage staff to clean up after themselves and enlist their help when appropriate. Spaces included:
  a. Storage Room
  b. Workroom
  c. Kitchen, Refrigerator and Break room.
 3. Maintain equipment, troubleshoot or call for repairs when needed.
 4. Answer all incoming calls in a timely and friendly manner. Route each call to the appropriate person.

D. Maintain Smooth Operation of Office to Ensure Efficiency
 1. Support Accountant with updating record information during annual database clean-ups. Assist with data entry as needed.
 2. Maintain key office documents; update as defined or necessary.
 3. Update Employee Handbook with Vice President of Finance & Administration as needed; at least once annually.
 4. Assist Sr. Vice President of Marketing/Events with management of the Downtown Indy, Inc. Street Pole Banner program, including scheduling installation/removal of banners with DPW and invoicing of parties renting the poles for event promotion.
 5. Commit to contributing to DII's desired work environment.

E. Support DII Fundraising Efforts:
 1. Manage solicitation requests to prospects.
 2. Provide fundraising support to President and staff as necessary.

F. Support Senior Staff
 1. Assist Department Heads as needed.
  a. Schedule meetings and field phone calls; handle as appropriate.
  b. Offer administrative support by completing reports, external correspondence and internal communication, as needed.
 2. Act as liaison to President.
 
G. Assist Circle of Lights® presented by  IBEW 481
 1. Staff Circle of Lights event, as scheduled.

QUALIFICATIONS
• Minimum of five years in a similar position with preference in a nonprofit organization.  College degree preferred.
• Excellent clerical and computer skills (Microsoft Word, Excel, Outlook).
• Proficiency in technology associated with PowerPoint and, graph-based presentations.
• Experience with preparing complex reports for stakeholder communication.
• Good written and oral communications skills.
• Experience with writing policies/procedures.
• Experience in setting up and coordinating meetings.
• Ability to take and transcribe meeting minutes.
• Ability to function on multiple tasks.
• Well organized, detail-oriented, accurate, efficient and reliable

Click the APPLY button to submit cover letter and resume.



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Charitable Advisors LLC

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