Administrative Assistant, Engagement Team

3 weeks ago

Houston, United States Central Houston, Inc. Full time

**Job Position: Administrative Assistant, Engagement Team**

**Central Houston, Inc. (CHI) **creates a community to advocate and advance the vision of Downtown Houston. Its efforts are led by a prestigious board of business and community leaders and funded through a membership-based, nonprofit organization. Since its founding in 1983, CHI has led or assisted in countless efforts that have reimagined, reshaped, catalyzed, and improved Downtown.

Houston Downtown Management District (HDMD) protects and beautifies the public realm, centralizes marketing and programming for Downtown, plans and implements an array of enhancements, and drives economic development. Guided by a board representing the District’s diversity, it is funded through a fair and proportionate assessment on real property.

Downtown Redevelopment Authority / TIRZ 3 (DRA) improves the economic wellbeing of Downtown through capital and operational investments in parks, infrastructure, safety, and other public realm improvements. It is governed by a city-appointed or confirmed board and funded by reinvesting incremental property taxes realized within the zone’s boundaries.

Central Houston Civic Improvement, Inc. is a 501(c)(3) charitable organization tasked with raising funds for specific projects to improve the physical realm and quality of life in downtown.

Collectively, this family of aligned organizations is known as Downtown Houston+

Central Houston is the primary provider of personnel to these entities and is an equal opportunity employer, encouraging applicants from a diversity of backgrounds.

**DESCRIPTION**

A full-time position providing a variety of administrative duties in support of the CHI Engagement Team, which is responsible for Downtown events and programming, marketing and communications, and membership attraction and retention. Position directly facilitates implementation of projects that include but not limited to: digital marketing and social media, website management, experiential marketing, public relations, CHI membership events, and other outreach to champion and enhance Downtown Houston as a connected and thriving place for everyone. Reports to the Director of Engagement. Strong communication, attention to detail, and a spirit of collaboration are cornerstones of the role.

**ESSENTIAL DUTIES & RESPONSIBILITIES**:
1. Schedules appointments, meetings, and events, as well as plans and coordinates event services and amenities including, without limitation, meeting location reservations, catering needs, and other essential requirements and necessities, as appropriate, or as otherwise assigned.

2. Addresses routine and non-routine issues and inquiries in connection with the scheduling, planning, and coordination of event services and amenities.

3. Manages scheduling and resolves scheduling conflicts for stakeholder gatherings.

4. Monitors real-time meeting activities to ensure alignment with planning efforts, attendee expectations, and that meetings are representative of best practices and standards of professionalism for ensuring meeting success.

5. Coordinates review and approval activities for contracts with Engagement Team members, internal legal team and external vendors as they relate to the activation of public realm and Downtown marketing.

6. Codes and submits respective invoices as overseen by the Director of Engagement, or as otherwise specified.

7. Tracks and maintains respective expenditures against budget in the applicable system(s) or program(s) of record.

8. Provides appropriate billing inquiry updates to vendors, and requests invoices, as necessary.

9. Reviews, proofs, and edits content and format contained within reports and other documents to ensure accuracy, completeness, and alignment with the applicable internally established guidelines and protocols.

10. Assists with maintaining RSVP lists and contact information of members, partners, and other parties in the applicable system(s) or program(s) of record.

11. Coordinates and executes post-meeting activities including, without limitation, the preparation and dissemination of meeting minutes and appreciation letters to attendees.

12. Assists in the scheduling and organizing of large-scale events including, without limitation, CHI Annual Meeting, State of Downtown, and other membership meetings to include, without limitation, scheduling appointments, tracking RSVPs, printing name badges, and providing additional administrative support, as needed, to the Membership Manager and Engagement Director, or as otherwise assigned.

13. Provides additional clerical and administrative support to the Engagement Team during peak activity periods for the organization, or as otherwise needed and/or assigned.

14. Performs other duties as assigned.

**QUALIFICATIONS**
- Associate’s or bachelor’s degree preferred. Proven experience in providing excellent service while supporting a busy, external-facing team and representing a high-profile organization

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