About us

Uptown Dallas Inc. is a nonprofit organization that serves the Uptown Dallas community. Our goal is to enhance and improve the Uptown neighborhood. The Uptown Dallas Public Improvement District (PID) is a special taxing district. PIDs are commonly used mechanisms in many cities to fund and manage services and improvements in specific areas beyond what is provided by the city government. The specific goals and activities of the Uptown Dallas PID may evolve over time, but its primary purpose is to enhance the overall quality of life and economic vitality of the Uptown neighborhood through targeted investments and improvements. These efforts are typically funded through assessments on property located within the PID boundaries, which provide a dedicated source of revenue.

Position Summary: The Executive Assistant (EA) for Uptown Dallas Inc. serves as the “director of first impressions”, providing management of the office and comprehensive administrative support for the work of the organization. This position works closely to support the President & Executive Director, the Board of Directors, Staff Directors, and all Committees.

The position communicates, coordinates and oversees administrative responsibilities within the office and ensuring that the office operates efficiently and smoothly. This position provides management for accounts payable and receivable with assistance from an outside vendor. This person is also responsible for coordinating internal communication for the Board of Directors, Executive Committee and Board Committees.

PRINCIPLE DUTIES AND RESPONSIBILITIES:

Essential Duties and Responsibilities:

• Maintain a high level of professionalism and confidentiality with all areas of the job (internal and external)
• Collaborate with the President & Executive Director to plan, coordinate, prioritize and review dynamic support needs; provide ongoing tracking of activities that is easily accessible
• Serve as an ambassador for President & Executive Director, both internally and externally, helping to represent both in a professional, collaborative and forward-leaning way; follow up on contacts made in a timely manner to cultivate strong ongoing relationships
• Exhibit a collaborative and ‘can-do’ spirit across the organization; attend and/or support events
• Support the President & Executive Director:
• Provide advanced calendar management for President & Executive Director and Board; prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements to maximize the value of all participants’ time; work closely to keep President & Executive Director well-informed of upcoming commitments and responsibilities, following up appropriately and ensuring support materials and/or actions required have been communicated
• Draft, review and send communications on behalf of President & Executive Director
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the President & Executive Director
• Prioritize emails and respond when necessary
• Coordinate travel arrangements
• Maintain various records and documents for President & Executive Director
• Complete a broad variety of administrative tasks for supported executive, including assisting with special projects; design and produce complex documents, reports and presentations; collect and prepare information for meetings with staff and outside parties; compose and prepare correspondence; maintain contact lists; coordinate registrations for events and professional development.
• Manage office and office operations:
• Answer all incoming calls from the main line, direct and/or provide answers to callers.
• Serve as the first impression face of the office and greet all guests.
• Track office supply inventory and order supplies as needed. Monitor and maintain office equipment.
• Receive, sort, and distribute all mail and deliveries. Log checks.
• Maintain electronic and paper filing systems. Adhere to record retention policies.
• Responsible for set up and breakdown for in-office meetings.
• Schedule staff appointments and meetings in the office conference room.
• In-house IT support. Manage external IT support contractor.
• Assist with onboarding new hires.
• Manage financial record keeping for the organization:
• Collect and process all invoices in QuickBooks with approvals from appropriate staff.
• Manage monthly tracking of budget.
• Complete bank deposits and make copies for archival purposes.
• Enter credit card statements into QuickBooks system.
• Act as a liaison and provides support to the Board of Directors:
• Arrange and handle all logistics for board meetings, committee meetings, conference/video calls, other meetings and events; draft agendas
• Develop, compile, and distribute presentation materials including any coordination with subject matter experts
• Record meeting minutes on behalf of Board Secretary; keep board document/meeting portal updated and any other coordination
• Support Governance and Executive committees including minutes, board orientation facilitation, board assessments and results summaries, board surveys and result summaries, governance document updates, board dashboards, attendance, solicitations, annual board member documentation/directory and other items/special projects that support the effectiveness of the board operation
• Ensure compliance with all applicable rules and regulations set forth in the bylaws
• Serve as parliamentarian.
• Provide administrative management and support to all Committees:
• Documenting and coordination of all Committee meetings with direction from appropriate staff liaison.
• Attend meetings to record meeting minutes and to serve as parliamentarian.
• Coordinate reporting to the City of Dallas and other partnering organizations:
• MWBE tracking and reporting to City of Dallas.
• Develop and submit quarterly progress report creation with approval from President & Executive Director.
• Other duties as assigned by President & Executive Director.

MINIMUM QUALIFICATIONS:

Education:

• Associate’s degree required; Bachelor’s degree preferred

Special Knowledge/Skills/Abilities:

• Excellent verbal, written and interpersonal communication skills
• Adaptable, flexible and able to work both independently as well as in a team
• Proactive, strong problem-solving and time management skills
• Well-organized, self-directed, and able to multitask with experience managing competing projects and timelines
• High level of attention to detail, follow-through; ability to independently exercise sound judgement and objective decision-making
• Ability to anticipate needs, think critically and act proactively
• Customer-centric with strong customer relations skills including the ability to act with integrity, professionalism and confidentiality
• Ability to quickly build expertise in new areas and projects
• Must be proficient in MS Office, particularly Word, Excel, PowerPoint and Outlook

Experience:

• Five years of administrative support to a CEO, CFO or other Executive leader

Job Type: Full-time

Pay: $70,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• related: 5 years (Required)

Work Location: In person