Executive Assistant to President and Park Director
AI Summary
The Executive Assistant provides comprehensive administrative support to the President and Park Director, including managing schedules, board communications, and office operations. They also act as a liaison for the organization and assist with donor relations and event coordination.
Candidates must hold a 4-year college degree and possess strong organizational and multi-tasking abilities. The role requires professional conduct, the capacity to handle high-stress situations, and the physical ability to lift at least 40 pounds.
Job Details
Key Skills
Description
Job Type: Full time, Exempt
Reports to: President and Park Director
Position Summary
The Executive Assistant is the administrative support for leadership with the oversight of daily business functions, workflows, and company projects of Discovery Green Conservancy.
Essential Duties and Responsibilities
- Work with President to create, track and continually update organizational calendar
- Work with President to create and send Board newsletters and emails
- Create Board books with Board members’ contact and other pertinent information
- Assist in all prospective and existing donor correspondence on behalf of President
- Maintain all Discovery Green governance files
- Act on behalf of President, when needed, as a liaison to staff members
- Manage President’s schedule, calls and emails when needed
- Process President’s credit card receipts
- Organize and maintain all President’s files
- Take notes and update President of action items from meetings
- Update and maintain donor and board information in donor database
- Assist with Development mailings
- Spearhead and manage donor acknowledgements
Board of Directors Management (Discovery Green Conservancy & Houston Downtown Park Corporation)
- Act as Concierge to President on behalf of Board members
- Coordinate Board meeting preparations and determine attendance
- Set-up Board meeting locations, posting requirements, catering, etc.
- Assemble Board agendas and books for meetings
- Take Board meeting minutes
- Work with the City to make sure all information and relevant filings are current
Administrative/ Office Management
- Oversee customer service via general phone line and organizational emails
- Reinforce a welcoming, kind and inclusive culture
- Maintain office equipment – Xerox printer/fax, postal machine, binding machine, laminator, cash registers; purchase and replenish supplies; contact person for repairs and orders
- Assist with training new employees in use of office machines; purchase and assign uniforms
- Inventory and stock kitchen and office supplies
- Assist with events when needed (please note: this typically requires nights and weekends)
Requirements
Minimum Qualifications (Knowledge, Skills and Abilities)
- 4-year college degree from an accredited university
- Experience with Raiser’s Edge is a plus
- Ability to lift minimum 40 pounds
- Ability to multi-task, show initiative and work well with others
- Ability to manage high stress situations
- Must always exhibit professionalism
- Must represent the organization and act as an ambassador to the public
- High degree of accuracy and attention to detail
- Ability to maintain confidentiality and use good judgement
- Willingness to work in a small office environment and the ability to complete tasks with minimal direct oversight
About Discovery Green Conservancy
Discovery Green, a 12-acre park located at 1500 McKinney in Downtown Houston, was created by a public-private partnership between the City of Houston and the non-profit Discovery Green Conservancy. Located across the street from George R. Brown Convention Center, the park has two stages, major public art works, a one-acre lake, gardens, open green spaces, two restaurants, a promenade, a play area, open fountains, a dog run, and ample outdoor seating. More than 700 free events from small exercise classes to large concerts and community festivals will take place at Discovery Green this year, attracting more than 1.5 million adults and children. The Discovery Green Conservancy works with hundreds of programming partners and sponsors to present three dynamic programming seasons each year and is a wonderful venue to reach a wide range of audiences. As a non-profit organization, the Conservancy operates the park and also raises all the funds needed for the programming that Houstonians enjoy. Discovery Green's mission is to operate an urban park that serves as a village green, a source of health and happiness for our citizens, and a window into the diverse talents and traditions that enrich life in Houston.