Executive Assistant

The Executive Assistant is responsible for providing clerical and administrative support to the president and vice presidents. In addition, the position is responsible for board of director communication including minutes and other required reports. Finally, the position will prepare complex reports and policies and procedures.

Preferred Background, Experience and Skills
  • Minimum of five years in a similar position with preference in a nonprofit organization.  College degree preferred.
  • Excellent clerical and computer skills (Microsoft Word, Excel, Outlook).
  • Proficiency in technology associated with PowerPoint and, graph-based presentations.
  • Experience with preparing complex reports for stakeholder communication.
  • Good written and oral communications skills.
  • Experience with writing policies/procedures.
  • Experience in setting up and coordinating meetings.
  • Ability to take and transcribe meeting minutes.
  • Ability to function on multiple tasks.
  • Well organized, detail-oriented, accurate, efficient and reliable.
Responsibilities
  • Supports President’s and Vice Presidents’ s Daily Activities/Schedule: Coordinate weekly with President and Vice President of Finance/Admin; Schedule meetings and field phone calls; Complete reports, external correspondence and internal communication; Keep office and files organized; Support President’s involvement in special events and boards; Assist with strategic planning and other corporate initiatives.
  • DII Board Support: Ensure smooth operation of quarterly Board of Directors meeting and nomination process; Create Board Handbooks and schedule orientation meetings; Coordinate Executive and Finance and Audit Committee meetings; Review/update annual Schedule of DII Board Dates, Agendas & Inserts.
  • General Office Management: Handle incoming and outgoing mail; Maintain overall office cleanliness; Maintain equipment, troubleshoot or call for repairs; Answer incoming calls.
  • Maintain Smooth Operation of Office to Ensure Efficiency: Support Accountant with updating record information; Maintain and update key office documents; Update Employee Handbook with Vice President of Finance & Administration; Assist Sr. Vice President of Marketing/Events with management of the Downtown Indy, Inc. Street Pole Banner program; Coordinate with administrative teams with front desk support; Commit to contributing to DII’s desired work environment.
  • Support DII Fundraising Efforts: Manage solicitation requests to prospects; Provide fundraising support; Secure investor and member investments.
  • Support Senior Staff: Assist Department Heads as needed; Act as liaison to President.
  • Assist Circle of Lights® presented by IBEW 481
Supervisor
  • Vice President of Finance/Administration
Compensation
  • Based on experience and qualifications
Send resume and cover letter to:
Downtown Indy
Attn: Tim Boruff
Vice President of Finance & Operations
111 Monument Circle, Ste. 250
Indianapolis, IN 46204

Application Deadline: June 28

Communications & Marketing Internship

Applicants with majors in journalism, communications, public relations, advertising and tourism management are encouraged to apply. Candidates should have strong communication and organizational skills, be able to work with limited direction and on multiple projects, be creative and have strong oral and written skills.

Full Description

Downtown Indy, Inc. offers an internship in the marketing and communications department. The candidates should have strong communication and organizational skills, be able to work with limited direction and on multiple projects, be creative and have strong oral and written skills. Experience with design software (Photoshop, etc.), website content management and AP style guidelines are helpful. Applicants with majors in journalism, communications, public relations, advertising and tourism management are encouraged to apply. A final start date will be determined once a candidate has been selected.

Internship Description

Under the general supervision of the senior director of communications, the intern will:

  • Assist with the Monumental Weekend media relations campaign and news releases and pitch to the local print and broadcast media.
  • Help write and program the weekly e-news publication.
  • Help generate media coverage of Downtown Indianapolis and DII and its programs by developing story ideas, drafting news releases and media advisories and organizing news events and press conferences, as needed.
  • Maintain and update current media kit materials including fact sheets and backgrounders about Downtown history, attractions, events, and DII programs and initiatives.
  • Assist with compiling and distributing Downtown Pocket Map and other printed materials.
  • Assist with maintaining Downtown Indy, Inc.'s web page.
  • Assist with DII events.
  • Assist with design projects.
  • Assist with cross marketing opportunities.
  • Update event database.
  • Assist with research and tracking as needed.
  • Attend IDMI Board and other key DII partnership meetings.
Compensation
Interns will receive a monthly stipend along with a parking allowance.

Internship Application Process
  • Applicants must submit a resume, cover letter and writing  to apply for an internship with Downtown Indy, Inc.
  • Selected applicants will be contacted by phone and interviewed.
  • Interviews will take place at Downtown Indy, Inc. at our offices in the Chase Tower, 111 Monument Circle, Ste. 250.
Send resume, cover letter and one writing sample to:
Downtown Indy, Inc.
Attn: Jennifer Hanson
Senior Communications Director
111 Monument Circle, Ste. 250
Indianapolis, IN 46204

Timeframes

Spring: January - May 2020
Part Time
Application Deadline: Nov. 8

Summer: May - August 2020
Full Time
Application Deadline: March 1

Fall: August - December 2020
Part Time
Application Deadline: April 5

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