Downtown Dallas, Inc. (DDI) is the principal advocate, champion, and steward of Downtown Dallas.  DDI is seeking an Field Operations Coordinator to support the VP, Public Safety & Field Operations.  In addition, this position will be responsible for clerical, administrative, and other duties to assist in the smooth operations of the department.

JOB DUTIES AND RESPONSIBILITIES

• Manages complex calendars on an ongoing basis and prioritizes scheduling based on the business needs to ensure accurate scheduling of multiple leaders.
• Tracks RSVP's for events and supports in other event management needs.
• Provides assistance with mass mailings and/or emails.
• Prints, scans, and copies necessary documents to support the field operations team.
• Tracks and maintains employee recognition program database.
• Orders food, snacks, and beverages for various special events (monthly recognition, appreciation events).
• Takes accurate notes and minutes in meetings.
• Takes inventory of all supplies and order as needed.
• Orders uniforms for the field operations employees.
• Maintains timely and accurate expense report submissions for the VP, Public Safety & Field Operations.
• Organizes and maintains digital training records for the Field Operations Teams.
• Prepares documents (agendas and other related materials) for meetings.
• Processes and directs mail and incoming packages or deliveries.
• Greets visitors, records and updates voice mail greetings, monitors general voice mail box for retrieval of messages.
• Serves as an ambassador, with a demonstrated commitment to maintaining the organization's positive image.
• Sends announcements to the Field Operations as needed via applicable sources.
• Makes travel arrangements as needed for the field operations team.
• Demonstrate a high level of integrity and ability to maintain the confidentiality of highly-sensitive material with tact and professionalism.
• Researches, develops, and implements processes to improve operations and functions of the team.
• Supports VP, Public Safety & Field Operations in the planning, implementation, tracking and evaluation of companywide projects.
• Utilizes keen judgement to determine which matters need immediate attention, especially since conflicting priorities may happen often.
• Manages administrative details and routine issues independently, completing tasks on time with high quality and little oversight.
• Assists with writing and editing letters, emails and other forms of correspondence.
• Provide high-level administrative support to the  VP, Public Safety & Field Operations and serve as a “gatekeeper” to the Chief Executive Officer and the Chief Operations Officer in a way that is respectful and supportive to all requests.
• Performs other duties as assigned.

QUALIFICATION

• Exceptional verbal, written, and presentation skills.
• Superb ability to organize, multitask and prioritize.
• Extreme attention to detail and excellence.
• Excellent interpersonal skills and the ability to build internal and external relationships.
• Highly resourceful team-player and individual contributor.
• Demonstrated ability to maintain a high level of confidential information and department integrity.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat.

WORK HOURS

• Normal schedule – Monday - Friday, 8am -5pm; extended hours as necessary

EDUCATION AND EXPERIENCE

• Associates degree required; Bachelor's degree in related field preferred.
• Minimum of three years of administrative support experience.

No agency or third-party candidates will be considered for this position. No phone calls please.