Position Summary

Under the supervision of DBIA Executive Director, The Summer Student Administrative Assistant is responsible for administrative support functions to assist the Trenton Downtown Business Area in providing quality service to the public. The position acts as a resource for the Full time Administration Assistant and other team members in the office by collecting and responding to incoming correspondence, creating and formatting documents, and other related job functions. The Summer Student will also assist in planning events and participating in the Promenade on Front Street this summer.

Key Responsibilities

Responds to any general inquiries including answering telephone calls and ensuring staff, volunteers, clients and visitors are greeted and directed to the appropriate resource in a friendly courteous manner.

• Responds to messages from the answering service as required
• Greets and directs all in-office visitors and in-coming calls
• Ensures incoming and outgoing correspondence is distributed accordingly and in a timely manner
• Answers general inquiries regarding the DBIA organization with informed and satisfactory responses
• Prepares all general correspondences, memos, forms, minutes, brochures, invitations, staff lists, reports and other documents as directed
• Assists in the production of newsletters (including collection of material, typing/formatting and photocopying/printing) and in standardizing processes and forms
• Manages filing systems for all client, personnel and general files, ensuring accuracy, security and confidentiality
• Updates policies/procedures and manuals as required
• Collaborates to organize logistics for special projects, and events
• Performs other duties as assigned