About this opportunity
City of Decatur, TX lists this Executive Administrative & Marketing Coordinator opportunity in decatur, Texas. Review the employer’s description below for duties, qualifications and application requirements.
Job description
GENERAL PURPOSE
The Executive Administrative & Marketing Coordinator provides high-level administrative, financial, organizational, marketing, and hospitality support for the Decatur Economic Development Corporation (DEDC). This position serves as a trusted member of the DEDC team and works closely with the Executive Director, DEDC staff, Board of Directors, City of Decatur departments, businesses, community organizations, prospects, and visitors.
The successful candidate must demonstrate exceptional discretion and confidentiality, attention to detail, initiative, professionalism, organization, and a strong commitment to teamwork. This position requires an individual who recognizes what needs to be done, takes ownership of responsibilities, anticipates needs, and consistently looks for opportunities to improve the effectiveness and professional image of the organization.
CORE EXPECTATIONS
1. Confidentiality - Protects sensitive information and demonstrates exceptional discretion regarding prospects, projects, finances, personnel, Board matters, negotiations, and organizational business.
2. Initiative - Recognizes what needs to be done and proactively executes tasks. Identifies opportunities, solves problems, and continually looks for ways to improve DEDC operations.
3. Ownership - Accepts responsibility for assigned functions and follows them through to completion. Performs functions with the highest quality and ensures success of each task.
4. Accuracy - Maintains a high standard of accuracy in financial information, records, correspondence, data entry, marketing materials, scheduling, and other work products.
5. Hospitality - Creates a professional, organized, welcoming environment and ensures prospects, visitors, Board members, community partners, and other guests are appropriately cared for.
6. Teamwork - Works collaboratively, supports organizational priorities, assists others when necessary, communicates effectively, and places the success of DEDC ahead of individual job boundaries.
ESSENTIAL DUTIES & RESPONSIBILITIES
Administrative & Accounting Operations - Approximately 60%
Serve as the primary administrative support resource for DEDC and the Executive Director.
Oversee the continuous improvement of organized and accurate electronic records and filing systems, including confidential business, financial, personnel, project, and organizational records.
Perform data entry and maintain databases, spreadsheets, contact lists, project records, and other organizational information.
Manage accounts payable processes, including invoices, approvals, supporting documentation, and timely payment of bills.
Perform monthly financial/accounting reconciliation and assist in reviewing expenditures, financial reports, budget information, and supporting documentation.
Work closely and collaboratively with the City of Decatur Finance Department regarding accounts payable, purchasing, financial reporting, reconciliation, budgeting, and related administrative matters.
Maintain accurate accounting documentation and records consistent with DEDC and City policies and procedures.
Assist the Executive Director with annual budget preparation, budget tracking, and financial information as requested.
Coordinate calendars, meetings, appointments, travel arrangements, registrations, lodging, reservations, and related logistics.
Develop and produce executive-level correspondence, reports, presentations, meeting materials, spreadsheets, forms, and other documents.
Responsible for coordinating DEDC Board meeting preparation, documents and minutes and ensures Board members have the information, materials, and resources needed. Adhere to State of Texas Open Meetings Act guidelines and documentation.
Maintain office inventory and the purchasing of supplies and services.
Process mail, registrations, memberships, sponsorship payments, and other administrative transactions.
Assist the Executive Director and staff with special projects, research, economic development activities, and organizational priorities.
Independently manage routine administrative responsibilities while identifying issues requiring leadership attention.
Marketing & Community Engagement - Approximately 20% Have primary ownership and day-to-day responsibility for DEDC's social media platforms, including planning, creating, coordinating, scheduling, and publishing content.
Manages DEDC's assigned marketing, social media, sponsorship, and community engagement functions, ensuring they are consistently maintained, professionally executed, and aligned with leadership priorities.
Independently identify appropriate content opportunities, business and community stories, activities, projects, and accomplishments for DEDC promotion.
Develop and maintain an appropriate social media content schedule and ensure DEDC maintains an active, accurate, and professional digital presence.
Manage sponsorships, advertising commitments, memberships, promotional opportunities, and related records and deadlines.
Maintain and update assigned website and digital content.
Participate in appropriate local civic and community organizations and represent DEDC professionally.
Maintain productive relationships with local businesses, civic organizations, community partners, and other stakeholders.
Coordinate with leadership on broader marketing campaigns, presentations, events, advertising, promotional materials, and special initiatives.
Assist with photography, graphics, written content, event promotion, and other marketing materials as needed.
Complete assigned marketing responsibilities without managerial oversight.
Office Hospitality & Organizational Support - Approximately 20% Serve as a professional host for the DEDC office and help ensure every visitor's experience reflects positively on Decatur and the organization.
Welcome and assist business prospects, developers, site selectors, community partners, board members, elected officials, and other visitors.
Prepare meeting spaces and ensure appropriate materials, refreshments, technology, and other resources are available.
Anticipate the needs of guests, board members, and staff and take appropriate, pro-active action.
Maintain a clean, organized, professional, and visitor-ready office and conference environment.
Coordinate refreshments, meals, reservations, meeting materials, and hospitality arrangements when appropriate.
Assist with DEDC events, Board functions, prospect visits, groundbreaking ceremonies, business meetings, and other special activities.
CONFIDENTIALITY & PROFESSIONAL TRUST
Because of the nature of economic development activities, this position may have access to confidential and sensitive information regarding business prospects, negotiations, financial matters, personnel, real estate transactions, incentives, contracts, Board matters, and other organizational business. The employee must exercise exceptional discretion and judgment and maintain strict confidentiality regarding information obtained through the position. Confidential information shall only be discussed, disclosed, or distributed as authorized and appropriate. The ability to maintain confidentiality and professional trust is an essential requirement of this position.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES Exceptional organizational skills and attention to detail.
High standards of confidentiality, discretion, integrity, and professional judgment.
Ability to work independently, appropriately determine priorities, and exercise initiative.
Ability to anticipate needs, take ownership of responsibilities, and follow assignments through to completion.
Strong interpersonal, hospitality, and customer-service skills.
Excellent written and verbal communication skills, including proofreading, grammar, writing, and editing.
Strong working knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
Open to learning and effectively using financial, document-management, social-media, website, and other software platforms.
Ability to perform financial reconciliation and maintain accurate financial records.
Ability to manage multiple projects, priorities, and deadlines simultaneously.
Ability to work effectively with DEDC staff, City employees, Board members, elected officials, businesses, prospects, community organizations, and the public.
Ability to represent DEDC professionally in both formal and informal settings.
Positive, solution-oriented attitude and willingness to assist outside normal areas of responsibility when organizational needs require it.
EDUCATION & EXPERIENCE
Minimum Requirements High school diploma or GED.
three years of progressively responsible experience in an administrative, executive support, financial, office management, marketing, or similar professional position.
Valid Texas Class C driver's license with a good driving record.
Preferred Associate's or bachelor's degree in business administration, accounting, finance, marketing, communications, public administration, or a related field.
Five or more years of relevant professional experience.
Experience with accounts payable, financial reconciliation, governmental accounting/administration, executive support, marketing, social media, or community relations.
Experience working in a municipal, economic development, nonprofit, professional services, or similar environment.
PERFORMANCE EXPECTATIONS
1. Accuracy - Administrative and financial records are complete, accurate, organized, and current.
2. Reliability - Payments, reconciliations, reservations, meetings, assignments, and deadlines are handled consistently and on time.
3. Confidentiality - Sensitive organizational and economic development information is protected at all times.
4. Initiative - Needs are anticipated, problems are identified, and appropriate action is taken without managerial oversight.
5. Ownership - Assigned functions are managed from beginning to completion with accountability for quality and results.
6. Professionalism - DEDC is represented professionally to businesses, prospects, Board members, City staff, community organizations, and visitors.
7. Teamwork - The employee actively contributes to organizational priorities and assists other team members when needed.
8. Organization - Electronic records, financial documentation, office systems, meeting materials, and physical workspaces remain orderly and accessible.
9. Marketing Execution - Social media, sponsorships, community engagement, and assigned marketing functions are timely, accurate, professional, and consistent with DEDC objectives.
10. Hospitality - Visitors, prospects, Board members, and partners receive a consistently professional and welcoming experience.
11. Continuous Improvement - The employee identifies ways to improve processes, organization, communication, service, and overall DEDC effectiveness.
WORK ENVIRONMENT & PHYSICAL DEMANDS
The primary work location is an office environment. The position requires prolonged sitting and computer use; frequent typing and handling of office materials; occasional standing, walking, reaching, stooping, kneeling, and lifting of office supplies or materials up to approximately 25 pounds; and periodic attendance at meetings, events, and community functions. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.
GENERAL STATEMENT
The above statements are intended to describe the general nature and level of work performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, skills, behaviors, or competencies. Additional duties may be assigned as organizational needs change. This job description does not constitute an employment contract.
The City of Decatur, Texas is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, reasonable accommodations will be provided to qualified individuals with disabilities as required by law.
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Worksite address
decatur, TX, 76234, US
Who can apply
Review the original listing for work authorization, qualifications and employer requirements.