POSITION DESCRIPTION: San Jose Downtown Association (SJDA) is seeking a full-time Office Assistant to join our fun and energetic team. This position requires a helpful, enthusiastic, and community minded person with the energy to keep up with our fast-paced office. If you are the type of person who has great interpersonal skills, works well with others, enjoys having a wide variety of things to do, has an interest in marketing and event management, and loves a good challenge, then this may be the position for you.
SJDA is a non-profit membership-based organization founded in 1986. SJDA represents business and property owners working to enhance the vitality and livability of downtown San Jose. The Association produces economic development and marketing programs, sales events, and festivals that enhance the image of downtown San Jose.
The Office Assistant will work with the Office Manager to create and maintain a smooth-running business environment. Specific responsibilities will include by are not limited to the following:
GENERAL RESPONSIBILITIES AND DUTIES:
Provides administrative support for the Executive Director: manages calendar and schedules meetings with staff, members, City staff, sponsors, etc.
Performs receptionist functions for the Association: responsible for answering phones; responding to requests for information; referring callers.
Assists Office Manager with board support; distribution of notices and agendas; meeting logistics for monthly Executive Committee and Board of Director meetings.
Ensures Association business hours: opening and closing duties.
Manages voice mail messaging system and the recording and creation of staff and event extensions.
Monitors the SJDA email account and responds to requests for information, mailing brochures, and answering questions.
Processes incoming and outgoing mail and shipments, and distribution to staff.
Manages/updates company Google calendar: conference room, meetings, important dates.
Responsible for purchasing office supplies.
Provides administrative support to all departments on as needed basis.
Assist Membership & Outreach Manager with monthly upgraded membership renewal invoices and thank you letters.
Supports Communications Director with maintenance of subscription list to Downtowner Online and Downtown Dimensions.
Performs other related duties as required.
QUALIFICATIONS:
Minimum two years experience as a receptionist, administrative assistant, or related experience.
Must enjoy working in a fast-paced office environment.
High level of organization and self-motivation.
Strong oral and written communication skills.
Good customer service and telephone etiquette.
Working knowledge of and trouble-shooting skills for standard office equipment, i.e. computers, copiers, printers, phones, fax, postage meter.
Knowledge of Word, Excel, Outlook, FilemakerPro.
Ability to prioritize and complete concurrently time sensitive assignments.
Flexibility, the ability to manage multiple responsibilities and tasks and adapt to change.
Must be friendly, outgoing and dependable with a positive attitude.
Knowledge of Mac interface is a plus.
AA degree or higher.
PHYSICAL DEMANDS: The physical demand described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, stand, talk and hear, climb stairs and use a computer keyboard and monitor. The employee must occasionally lift and/or move up to 25 pounds.
SALARY & BENEFITS: This position is regular, full time exempt. $35,000 – $40,000 annual.
SJDA offers a competitive benefit package, which includes medical, dental, vision, life, 401K and paid holidays.
REPORTING RELATIONSHIP: The Office Assistant is supervised by and reports to the Office Manager.
DEADLINE: March 9, 2015
TO APPLY: Please submit a cover letter and resume to
San Jose Downtown Association, Human Resources
28 N. First St., #1000
San Jose, CA 95113
hr@sjdowntown.com