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Administrative Assistant

Posted: 05/13/2021

Job Summary:
The Administrative Assistant facilitates the efficient operation of the Chamber by performing a variety of clerical and administrative tasks.
 
Supervisory Responsibilities:
None

Duties/Responsibilities:

  • Schedule, coordinate, and attend events and activities, including annual signature events, quarterly events, weekly networking events, education & networking events, after hours events, and grand opening events.
  • Event responsibilities include coordinating with venue, Board, guests, sponsors, nominees/honorees, printers, photographers, videographers, the transporting of supplies to venue and setup, creation and printing of signs.
  • Assist with the promotion of all events and sponsors on social media.
  • Maintain ChamberMaster calendar, member database, fees, ads, etc., which feed into live website.
  • Update website when needed.
  • Respond to regularly occurring phone and email requests for information.
  • Set up all events on ChamberMaster, including graphics, descriptions, logistics, fees, and sponsorships.
  • Collect all ads, photos, copy, material and information for event programs; create all Chamber pages such as program, timeline, sponsor and committee thank you notes and format for printer.
  • Acts as liaison between Board, committees, members, local elected officials.
  • Handle confidential information.
  • Assist with recruiting new members and event sponsors.
  • Coordinate direct mailings and eblasts to promote all our events; send eblasts as a revenue producer for the Chamber.
  • Mass communication with members, potential members, and the community for the purposes of billing, event promotion, information, public service announcements, etc. using Constant Contact, ChamberMaster and Outlook.
  • Accounts Payable: assist accountant with tracking of payable items.
  • Accounts Receivable: track and process all billing to members and non-members, including dues, sponsorships, ads, eblasts, event registration.
  • Process & deposit checks via remote deposit scanner.
  • Assist Accountant with tracking of all financials in QuickBooks and on Banking Statements.
  • Reporting of data and statistics to the Board.
  • Responsible for writing and composing of Executive and Board meeting minutes.
  • Provide members with certificates of origin and notarization services.
  • Assist with the applying for Grants.
  • Maintenance of files.
  • Order office and event supplies.
  • First point of contact for the Chamber office.
  • Proficient in Microsoft Office Suite, ChamberMaster, QuickBooks and Constant Contact.
  • Pick up mail from Freehold box.

Required Skills/Abilities:

  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Proficient in Microsoft Office Suite or related software.
  • Excellent organizational skills and attention to detail.
  • Basic understanding of clerical procedures and systems such as recordkeeping and filing.
  • Ability to work independently.
  • Flexibility.
 Education and Experience:
  • High school diploma or equivalent required.
  • Bachelor’s degree preferred.
  • One year of experience in an administrative role preferred.

Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.
 
Non-Exempt Position. Salary $30-$32K.