Job Description

Downtown Durham, Inc. is seeking an Administrative Assistant . The Administrative Assistant provides the executive team and the organization with administrative support and coordinates special projects as assigned. The position requires an experienced, versatile, organized, detail-oriented manager with excellent communication, interpersonal and team building skills.

The successful candidate must align with our vision and mission and be able to work independently and collaboratively; handle multiple projects at the same time; have excellent written and verbal communication skills and be comfortable with technology and learning new technology, including the Microsoft Office suite of software, Salesforce, Asana and QuickBooks.

A bachelor’s degree or equivalent experience is required, and experience in office administration, office management, bookkeeping or equivalent role is preferred. This position is full-time hybrid and reports to the Director of Administration & Finance.

Downtown Durham, Inc. is a private, nonprofit organization that envisions downtown as the diverse, unique and thriving heart of Durham that is welcoming to all. Our mission is to enhance the environment, economy and vitality of downtown Durham, while preserving and enriching its distinctive culture and strong sense of community.

COMPENSATION: $46,000 - $51,000

BENEFITS: Vacation, PTO/holiday leave, health insurance, retirement program, parking.

TO APPLY: Please forward your resume to careers@downtowndurham.com, with the subject line: “Administrative Assistant.” Include a brief description of why you are interested in the position and a list of three references.

Duties and Responsibilities:

• Assist with general office duties that support the team and the organization’s overall efforts.
• Manage and coordinate the President & CEO’s calendar and assist with communication as needed.
• Coordinate logistics for board meetings, including managing rosters, distributing materials, coordinating in person and virtual meetings.
• Assist with arrangements for internal and external meetings and special events, including registration management, space reservations, room coordination, technology, catering and cleanup.
• Assist with organizing and summarizing internal and external meetings. Follow up on tasks that arise from staff meetings.
• Organize and maintain digital files, records, and online spaces, as needed.
• Assist with updating CRM contacts and email distribution lists.
• Assist with data entry for accounts payable/receivable.
• Purchase and maintain inventory of office supplies to support various departmental needs.
• Receive office deliveries and distribute them appropriately.
• Communicate with office vendors including copier, IT, phone, water, office cleaning service, and share information related to maintenance schedules and appointments as needed.
• Maintain a clean and organized workspace including the upkeep of the conference room and common areas. Submit work orders for facility needs.
• Answer general inquiries received by phone, email and in-person visitors, or direct inquiries to the appropriate team member.
• Assist with planning for team celebrations and team building. Obtain gifts for community partners, board members, and staff as needed.

Experience & Skills

• Skilled in the Microsoft Office Suite, with strong proficiency in Word, Excel and PowerPoint.
• Experience with accounting, CRM and project management software preferred.
• Strong writing skills and general grammatical best practices.
• Ability to work both independently and in group settings, often under strict deadlines.
• Experience in a nonprofit or small business setting.
• Curious and eager to learn new skills.
• Proactive and able to anticipate the needs of the team.
• Excellent organizational skills with a focus on detail and customer service.
• Ability to communicate in a clear, concise, and professional manner with staff at all levels and adjust communication style to the audience.
• Experience collaborating effectively with others across departments.
• Positive approach to problem-solving.
• Considers different perspectives while navigating team dynamics.
• A bachelor’s degree or equivalent experience is required, and experience in office administration, office management, bookkeeping or equivalent role is preferred.

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