Job Description

Position title: Administrative and Member Relations Specialist 

Reports to: President & CEO 

Status: Full-time, exempt. Occasional evening and weekend work. Work location in person. 

About Downtown Partnership: Downtown Partnership is the lead organization working to ensure that Downtown Colorado Springs serves as the economic, civic, and cultural heart of the region. A 501c4 nonprofit, Downtown Partnership serves as the management company for three other organizations working toward the betterment of Downtown: Downtown Ventures, a 501c3 nonprofit, and two quasi-governmental taxing districts: the Greater Downtown Colorado Springs Business Improvement District and the Downtown Development Authority. 

Summary description of position: The Administrative and Member Relations Specialist ensures smooth and efficient operations of the office of the Downtown Partnership and assists CEO and staff with meeting preparation, correspondence, data entry, and customer relationship management. The position assists with membership and donor efforts including coordination of events and venues; acquisition and renewal mailings; and database management.

Qualifications and competencies:  

• Associate or bachelor’s degree preferred. 
• At least five years’ experience in administrative services with increasing levels of responsibility; experience in service to executives preferred. 
• Excellent writing skills. 
• Strong interpersonal and communication skills, with excellent phone manners and customer service orientation. 
• Ability to manage multiple assignments simultaneously, prioritize tasks and work independently as well as in a team. 
• Ability to maintain discretion and confidentiality. 
• Respect for a diversity of cultures and people. 
• Keen attention to detail and accuracy. 
• Computer expertise, comfort and proficiency, in particular with Microsoft Office Suite. Ability to learn new software quickly. Experience with customer relationship management (CRM) software processes a plus. 
• Passion for Downtown Colorado Springs, urbanism, and the mission of Downtown Partnership. 
• Valid driver’s license. 

Essential job functions:  

Board and committee support  

• Prepare all board and committee meetings, to include: scheduling, room setup, preparing materials as needed, notifications, managing public postings, and legal notice of public hearings. 
• Record and prepare minutes for all board meetings and committee meetings. 
• Maintain conflict of interest forms for board members to include filing with Secretary of State. 
• Maintain record of board members and terms to include notification of new and reappointed board directors to City Council. 

CEO and staff support  

• Support CEO in managing calendar, phone calls, appointments, and travel arrangements. 
• Anticipate needs of the CEO and staff and ensure needs are met in a timely manner. 
• Serve as a Downtown presence at key Downtown events (such as staffing a booth), as assigned. 

Membership, donor and stakeholder support  

• Maintain breadth and accuracy of robust CRM database of phone numbers, addresses, and emails of board members, committee members, Partnership members, businesses, property owners, and various stakeholder groups and prospects. 
• Coordinate membership acquisition and retention efforts, to include monthly renewal reminders, preparing prospect packages and mailings, invoicing, and follow-up communications. 
• With finance officer, oversee gift card program, to include sales and entry of gift card data; preparation of gift card reports; maintaining inventory of needed supplies; training businesses with gift card implementation. 
• Coordinate Resident Welcome Kits, to include compiling and distributing kits and maintaining accurate property management contacts. 

Event management  

• Lead event coordination of quarterly Membership Mixers. 
• Lead venue coordination of the annual Partnership Breakfast, Art on the Streets reception, and State of Downtown Report. 
• Support coordination of other events, including but not limited to Revel dinner party, scavenger hunts, and member-exclusive tours. 

Office administration  

• Serve as office receptionist: Answer and direct incoming calls. 
• Manage office physical infrastructure and contracts thereof, primarily IT and phone system. 
• Serve as office manager: Order and maintain office supplies; manage copier usage. 
• Serve as office liaison to property management: office repairs, safety drills, notifications. 
• Maintain and refresh designated sections of the Downtown website.
• Retrieve, open, and distribute the mail. 
• Other duties as assigned. 

Physical work conditions  

• This is an “in-person” position with a majority of time is spent at a desk, using computer keyboard, mouse, monitor, and phone, as well as accessing file cabinets, copier, storage area. 
• At times the position may be required to walk up to six blocks in an urban setting to nearby businesses to distribute information, assist with gift card systems, or other tasks. 
• A valid drivers license and ability to occasionally drive for short errands is required. 

Benefits  

• Health, dental and vision insurance 
• Paid holidays, accrued paid time off
• Life insurance 
• SIMPLE IRA with company match 
• Paid parking; bike share membership; access to on-site gym 

To apply  

Send resume and cover letter to [email protected]. Downtown Partnership of Colorado Springs is an Equal Opportunity Employer. Wage range $58,000-$68,000. Position open until filled. No phone calls. 

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