Job Title: Administrative Assistant Reports to: President/CEO FLSA Status: Hourly, 40 hours/week ___________________________________________________________________________________ Summary This position is primarily administrative in nature but includes significant elements of work in public relations and member services.
Membership Maintain the membership database and assist members with accessing their membership portal. Prepare new membership letters and packets.
Office Administration · Administer workflow within the Chamber operations including meeting notices, scheduling, etc. · Process all mail and email communications. · Prepare mailings, member labels, certificates of origin and letters of support. · Maintain an organized digital filing system on Chamber server. · Order office supplies, stationary, business cards, nametags, etc. · Take meeting minutes and maintain accurate board/committee records. · Answer phones and field questions and requests, as much as possible.
Executive Support · Coordinate and schedule meetings, meeting spaces, and room setup for the President/CEO. · Prepare correspondence as required with the approval of President/CEO. · Perform special projects and other duties, as assigned.
Financial · Deposit incoming checks and log them appropriately for external accountant. · Scan payable and receivable documents. · Other tasks, as needed.
Other · Maintain member database with accuracy, and assist members with access, as needed. · Send standard member communications including new members, committees, etc. · Cheerfully provide support for team members, as necessary. A small staff requires overlap and collaboration. While each have duties they oversee, there are many instances in which staff must assist in areas outside of their job descriptions.
Qualifications, Education and Experience · Ability to perform duties above with little oversight. · Ability to clearly communicate with Chamber members and leaders at all levels in their career. · Ability to manage multiple projects at a time. · Work cooperatively with other staff. · Maintain pleasant and professional interaction with supervision and guests as to represent the Chamber in the best possible light. · Pay close attention to detail. · Excellent verbal and writing skills are imperative. · Ability to maintain confidentiality of documents, records, reports and conversations. · Proficiency in Microsoft Office programs including Excel, Word, Power Point and Publisher. · Ability to periodically work evenings or weekends for special events. · Demonstrate a strong desire to do quality work in a timely manner.
An associate degree in communications, business or another relevant major is preferred. A minimum of 3 years of experience in an office environment is required.
