Engagement Team Administrative Assistant

4 weeks ago

Houston, United States Downtown Houston + Full time

Downtown Houston+ is seeking a full-time administrative professional to support the CHI Engagement Team, which is responsible for Downtown events and programming, marketing and communications, and membership attraction and retention. Reporting to the Director of Engagement, this position directly facilitates the implementation of projects including, without limitation, 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. 

About Us:

Downtown Houston+ (DTH+) consists of the family of organizations that champion and lead urban development in Downtown Houston, including Central Houston Inc. / Central Houston Civic Improvement, the Downtown Redevelopment Authority, and the Houston Downtown Management District.

Downtown Redevelopment Authority / TIRZ #3:
Downtown Redevelopment Authority/TIRZ #3 (DRA) leads capital investments in infrastructure, parks, public realm improvements, and development projects that demonstrate a public benefit (e.g., flood mitigation, housing, historic preservation). The DRA is governed by a City-approved board. Projects are made possible through the reinvestment of incremental property taxes collected within the TIRZ #3 boundaries.

Central Houston, Inc. / Central Houston Civic Improvement:
Founded in 1983, Central Houston, Inc. (CHI) advocates and advances the vision for Houston's urban core. CHI has been behind the diversification of Central Houston's industries, cutting-edge land use, and catalyzed the creation of Houston's big city amenities (e.g., Theater District, Minute Maid Park, Toyota Center, George R Brown Convention Center, Discovery Green, Buffalo Bayou Partnership). Led by a prestigious board of leaders, CHI is a non-profit organization funded by its members. Central Houston Civic Improvement is a 501(c)(3) non-profit charitable affiliate of Central Houston, Inc. and serves as the fiscal agent for catalyst projects.

Houston Downtown Management District:
In 1996 and prompted by CHI, the Texas legislature created Houston Downtown Management District (HDMD) to beautify and care for the public realm, provide programming and marketing for Houston's urban core, and incentivize economic development. Guided by a diverse board, HDMD is funded through a fair and proportionate assessment on real property.

Requirements

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.
  • Computer literate with demonstrated proficiency with Microsoft Office Suite programs and database software.
  • Duties require professional verbal and written communication skills. Work demands attention to detail, excellent organizational skills, and discretion with confidential information.
  • Position requires a willingness to work occasionally outside of traditional office hours.
  • Self-starter able to work with direction or independently as required. Strong time management skills.
  • Successful record of working collaboratively.
  • Demonstrated ability to support multiple people at an executive level, multi-tasking, managing priority projects, problem-solving, and meeting deadlines.
  • Familiarity with Downtown Houston is a plus.

CORE KNOWLEDGE, SKILLS & ABILITIES:

  • Detail Oriented: Pays close attention to all the small particulars when working on a task or project and submits projects of high quality with few or no errors.
  • Organization: Uses resources effectively and efficiently, arranges information and data in a useful manner, assembles and orchestrates resources to meet departmental and organizational deadlines.
  • Problem Solving: Identifies potential issues, sources for appropriate solutions by looking beyond the obvious, and applies effective methods for solving problems in support of the goals of the department and organization.
  • Interpersonal Skills: Exhibits the ability to excel in a team atmosphere and works towards a common goal while adhering to applicable guidelines.

 

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