Description

JOB SUMMARY 
DOKC seeks a highly organized professional to lead administrative operations that support Downtown Oklahoma City Partnership (DOKC), Downtown Business Improvement District (BID), and DOKC Initiatives (INIT). This role ensures smooth board management, office operations, and organization-wide support while serving as a welcoming point of contact for stakeholders and the public. 
 
HOW TO APPLY  
To apply, email cover letter and resume to Phi Nguyen at [email protected] with the subject line “Administrative Manager”.  
 
ORIGINALITY AND AUTHENTICITY REQUIREMENT: DOKC values original thinking and genuine personal expression. While we recognize that Artificial Intelligence (AI) tools can be helpful in creative processes and operations, we require that all application materials, including but not exclusive to your cover letter, resume, writing samples, and portfolio work, if applicable, represent your original thoughts, creativity, and capabilities. By submitting your application, you agree that these materials are your own work and not generated by AI.  
 
DEADLINE TO APPLY OCTOBER 3RD AT 12:00PM (CST) 
You are encouraged to apply regardless of meeting all qualifications and/or requirements.   
 
Downtown OKC Partnership is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees

RESPONSIBILITIES & EXPECTATIONS

Specific roles of this position include, but are not limited to:

• Board Management: Preparation of agendas, minutes, meeting reminders and general correspondence; Tracking board attendance and member listings;
• Attendance at board meetings, tracking quorum, and recording minutes
• Policies and Procedures: Document and maintain office administrative policies and procedures; Assist with employee benefit tracking; Liaison with Professional Employer Organization (PEO is currently TriNet)
• Budget: Lead responsibility of budget for office supplies, meeting supplies, office equipment and service contracts; Assisting with other budgets relating to administration, as needed Office Services, Equipment, Supplies: Lead coordination with Building Management staff to include but not limited to janitorial, maintenance, and building construction impacts; Oversee contracts and agreements related to office equipment; Maintain service logs, toner supply and coordinate service and repairs, including but not limited to the photocopier, scanner, mail machines, desk phone system; Coordinate and maintain office supplies inventory; Order supplies; Maintain storage closets and storage area overall organization; Purge inventory as needed
• Digital Items: Lead for IT equipment and trouble-shooting coordination with IT consultant; Lead organization for e-files on cloud server and shared calendars; Lead for phone (VOIP and cellular) programs and contracts
• Reception and Common Areas: Answer incoming phone calls; Serve as the first point of contact for visitors, ensuring a professional and welcoming experience; Physically open/close/secure office front door for the public; Keep reception area maintained in a professional manner; Keep common areas, kitchen, storage areas, and conference room maintained in a professional manner 
• Mail and Office Functions: Retrieve and receive USPS/FedEx/UPS/etc. mail and packages; Distribute incoming mail to staff; Log and manage incoming payments/checks; Assist with outgoing mailings; Assist with faxing, copying, scanning, shredding; Maintain and update staff contact list
• Meetings and Scheduling: Schedule and coordinate meetings and reminders for meetings, both internal and external; Organize meals or refreshments for meetings; Plan and coordinate staff events, meetings, and celebratory occasions; Coordinate speaking and travel arrangements for staff 
• Organizational Knowledge: Be educated on all DOKC/BID/INIT/District programs and events, directions, and general information regarding downtown; Attend internal and external meetings, conferences, and meal functions, representing Downtown Oklahoma City Partnership and family of organizations
• Departmental Support: Coordinate with departments of District Management, Marketing and Communications, and Operations; Participate as needed for digital photo/video capture for social media
• Special Projects: Assist CEO and Leadership Team with projects, as assigned 

Requirements

POSITION REQUIREMENTS 
Required:

• High School Diploma or GED
• Minimum 3-years of administrative experience
• Possess a deep-level expertise of general computer knowledge and ability to master the online programs and software required of this position, to include but not limited to:
  • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneNote) 
  • Adobe Acrobat or equivalent 
  • Slack or similar workplace communication platform  

Preferred:

• Bachelor’s Degree or higher degree
• Experience with managing boards of directors including minute-taking
• Professional experience with Business Improvement Districts (BIDs), non-profit organizations, City government municipalities, civic organizations, and/or association management
• Professional experience or Certifications in areas of Place Management, Finance, Human Resources, and/or Information Technology
• Experience with software platforms such as Microsoft Office Suite (Planner and Access), Data tracking (Placer.ai), CRM (Nutshell), human resource TPA (TriNet), design programs (Adobe Creative Suite, Canva) and multiple social media platforms 

 
IDEAL CANDIDATE 

• Possess excellent organizational and clerical skills
• Strong written and verbal communication skills
• Project a positive constituent-focused attitude inside and outside of the office
• Demonstrate the ability to work independently with minimal supervision
• Demonstrate the ability to effectively work on a team with a wide variety of people
• Ability to organize, lead and implement multiple projects simultaneously  
• Ability to manage tasks to completion, anticipating progress roadblocks, seeking help when needed
• Passion for downtownOklahoma City 

WORKING CONDITIONS

• Primarily work on-site at a desk
• Lifting and moving large items will be required at times. Strength enough to lift, carry, push, pull or move objects weighing up to 40 pounds
• Stamina to exert oneself physically throughout the workday
• Flexibility to bend, twist, and reach while loading and unloading materials and equipment
• Near vision to perform tasks such as inspection of equipment, reading of computer screens, etc.
• Physical dexterity to operate equipment such as computer keyboards, common hardware tools, etc.
• Inside and outside for events – Ability to be exposed to cold, heat, humidity, adverse weather conditions, etc.; It is expected this position will spend part of their time outside of the office setting to assist with downtown programming, events, and work tasks
• Must be able to occasionally work flexible hours, including nights, weekends, holidays, and outside of normal working weekday hours.