Executive Assistant to Chief Executive Officer

The Executive Assistant supports the day-to-day workflow of the Chief Executive Officer (“CEO”) of Downtown Vision, the nonprofit business improvement district for Downtown Jacksonville. The Assistant focuses on supporting the CEO in numerous essential efforts for the company, including board management & fundraising, as well as managing critical communication with board members, funders, sponsors, government officials, and stakeholders. The Assistant further manages scheduling for, access to, and assists with external communications of the CEO, provides research and project support for CEO initiatives, and works with the Chief Operating Officer (“COO”) to communicate CEO directives and priorities to organizational staff.

Specific Responsibilities of this Position are as Follows:

· Serve as a liaison to the Board of Directors and support the CEO in managing Board relationships, meetings, and activities.

· Support the CEO in managing productive relationships with high-level government officials, private-sector property owners, and other stakeholders.

· Maintain a current awareness and understanding of ongoing legislative issues in which the organization is interested. Conduct research and schedule or facilitate communications regarding them as directed by the CEO.

· Manage and monitor the CEO’s project list, ensuring the CEO knows of any pending deadlines or urgent communications. Provide project support as directed by the CEO.

· Manage the CEO’s calendar, ensuring daily scheduling aligns with organizational needs and priorities. As appropriate, redirect meeting requests or in-person visitors to other Downtown Vision staff.

· Manage access to and support the communications of the CEO via all channels.

· Manage the CEO’s files, ensuring easy access to needed active and historical documents.

· Make travel arrangements, purchase equipment or supplies, conduct projects or general research, and complete all other tasks to ensure the CEO’s efficient daily workflow aligns with organizational needs and priorities.

· Attend and support program staff in the production of DVI special events, including, but not limited to, the First Wednesday Art Walk (monthly), Sip and Stroll (monthly), the #DTJax Gala (annual), and the #DTJax Awards (annual).

· Create and manage fundraising and development schedules for projects supported by third-party funds and other fundraising efforts.

· Execute or support the creation and appropriate transmission of development-related forms and documents, including sponsor benefits summaries, invoices, fundraising emails, letters, other communications, presentations, and “thank you” communications.

· Track and collaborate with relevant staff to ensure that all agreed-upon sponsor benefits are incorporated into the appropriate organizational project or program.

· Input and update fundraising information into the organizational Customer Relationship Management System and related technology.

· Other duties as assigned include supporting the CEO and the mission of our organization to help Downtown Jacksonville.

JOB REQUIREMENTS

Skills, Abilities & Competencies:

· Exceptional interpersonal skills with the ability to develop effective relationships with key stakeholders in support of CEO activities and organizational initiatives

· Quick thinking and hard working

· Strong computer skills with an aptitude for the adoption and effective utilization of new software; Prior familiarity with the full Microsoft Office and Google software suites and experience with Customer Relationships Management (CRM) software preferred

· Energetic and creative with a strong team spirit

· Able to think critically, handle multiple projects simultaneously, and meet performance deadlines in a sometimes fast-paced environment

· Mission-driven with a passion for the success and progress of Downtown Jacksonville as Northeast Florida’s key urban center

· Regular, predictive attendance in an office setting

· Must be willing to work a flexible schedule, attending and working all DVI events

Education & Experience:

· Bachelor’s degree from an accredited university, preferred

·  A few years of administrative, executive-legislative support, or other related experience

Physical Demands: While performing the essential functions of this job, the employee is regularly required to stand, walk, sit, reach with hands and arms, stoop, kneel, crouch, talk, and hear. Standing and walking for extended periods will be required during events and at other times. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close, distance, peripheral vision, depth perception, and the ability to adjust focus while working on the computer or reading and reviewing printed documents.

COMPENSATION AND INSTRUCTIONS

· This is a mid-level position with an expected salary of $60,000-$80,000 annually, plus benefits commensurate with experience and education.

·  Qualified candidates should email a PDF cover letter, resume, and references to Noah Moran, DVI’s Director of Administration, at noah@dtjax.org. No phone calls, please. Downtown Vision, Inc. is an equal opportunity employer.  

Marketing and Communications Intern

The Marketing and Communications Intern is an important member of Downtown Vision’s Marketing Team. You can’t put “designated coffee fetcher” on your resume, so you won’t be making any Starbucks runs here. Instead, you’ll be helping us with real-deal work, projects and events. Internships are for learning new things and honing the skills you’ve learned in class. If you want more writing experience, we’ll hand you a blog project. Want to add “Photoshop pro” to your resume? We’ll let you help with some design. Here, you can participate in meetings and make real connections with lots of organizations. Whatever your interests are, we want to help you grow.

Responsibilities include:

Marketing support:

• Write blog posts and social media content
• Update websites and track analytics
• Shoot photos and video, as needed
• Prepare new retailer packages
• Manage promotional collateral

PR support:

• Write press releases
• Conduct media scans and maintain media clips

Research support:

• Track stats and conduct surveys for events
• Data collection, analysis and entry
• Plus, some administrative duties.

Extra perks include free Downtown parking, break room stocked with coffee and tea, and awesome co-workers (if we do say so ourselves). Candidates working toward marketing, communications, public relations or journalism degrees are highly encouraged to submit a resume and cover letter to Laken Gudzak, laken@dtjax.com. A limited number of positions are available for spring, summer and fall semesters, with priority given to upperclassman taking the internship for class credit. THIS IS AN UNPAID INTERNSHIP.