Opportunities

Office Assistant
Communications / Public Relations Winter Internship Position
Events and Promotions Fall Internship Position
Groundwerx

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POSITION TITLE: Office Assistant

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

Updated February 26, 2015
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Communications / Public Relations Winter Internship Position

The San Jose Downtown Association’s (SJDA) Communications / PR Winter Internship is ideal for a candidate interested in gaining valuable writing and PR/marketing experience.  SJDA provides hands-on experience in a fast-paced, fun, non-profit environment. The seasonal position allows interns a chance to work in a unique and creative atmosphere while gaining skills beneficial to a future career in public relations.

The San Jose Downtown Association seeks an outgoing communications intern with good writing and interpersonal skills to join our fun and energetic team:

Assisting with SJDA’s weekly electronic newsletter Downtowner Online

Assisting with writing a variety of media and event materials, including social media

Fact-checking and / or updating websites

Assisting with media lists

Monitoring media / maintaining photo and clip libraries

Assisting at events with SJDA / downtown information dissemination

Works closely with the Communications Department and indirectly with promotions, events and development.

Necessary Qualifications:

MAC proficient – including Microsoft Word, Excel, Power Point. Knowledge of Adobe applications a plus.

Willingness to learn via hands-on, on-site experience

Detail-oriented with strong organizational skills

Excellent communication skills

Ability to work independently, and willingness to take on a full range of tasks

Secondary qualification:  Video production and editing

Schedule:  10-20 hours per week January – April 2015 (course-related requirements negotiable).

Compensation: This is an unpaid internship position, and therefore is not eligible to participate in company benefits, personal time off or paid holidays.

Contact:  Please submit cover letter and resume to hr@sjdowntown.com or fax 408-279-1904.

Updated December 2, 2014

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Events and Promotions Fall Internship Position

The San Jose Downtown Association’s (SJDA) Events and Promotions Fall Internship is ideal for a candidate interested in gaining valuable event logistics, promotions and PR/marketing knowledge. SJDA provides hands on experience in a fast-paced, fun, non-profit environment. The seasonal position allows interns a chance to work in a unique and creative atmosphere while gaining contacts and skills beneficial to a future career in a variety of areas, including event production.

Events and Promotions Fall Internship duties consist of providing support to SJDA’s Events and Promotions Manager including the following potential duties:

• Assist in implementing production duties associated with Farmers’ Market (Fridays through November 21); Downtown Ice and HERCity events including, but not limited to: on site logistical set up and vendor load in/load out over site, volunteer staffing and coordination, managing promotional booths and weekly production advance work (i.e. tow zone sign postings, scheduling, advancing and managing weekly entertainers and/or promotional events).

• Managing Farmers’ Market Merchant at Market and Sponsor vendors – including weekly scheduling, advance work and revenue collections (when applicable).

• Assisting with media sponsorship and other partner promotional trade agreements and fulfillment related follow-ups for all events, including primarily Downtown Ice and Downtown Farmers’ Market.

• Developing and tracking promotional marketing efforts – including recap reports, photo and collateral tracking, conducting event surveys and formulating results.

• Assisting with media relations and PR efforts with all events on as-needed basis, including weekly calendar updates for Downtowner Online and Live & Local music listings.

• Assisting with neighborhood and business promotional outreach efforts associated with all events.

Necessary Qualifications:

• MAC proficient – including Microsoft Word, Excel, Power Point. Knowledge of Adobe applications a plus.

• Willingness to learn via hands-on, on-site experience.

• Detail-oriented with strong organizational skills.

• Excellent communication skills.

• Ability to work independently, and willingness to take on a full range of tasks.

Schedule: 18 – 24 hours per week September 2014 – January 2015 (course-related requirements negotiable).

Compensation: This is an unpaid internship position, and therefore is not eligible to participate in company benefits, personal time off or paid holidays.

Contact: Please submit cover letter and resume to hr@sjdowntown.com or fax 408-279-1904.

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For Groundwerx clean and ambassador team job inquires, please contact the Groundwerx office at 408-287-1520.

February 26, 2015
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