Waterford Area Chamber of Commerce

Chamber Information

Part-time Executive Assistant

Waterford Area Chamber of Commerce
Job Description
Job Description – Part-time Executive Assistant
The parttime Executive Assistant, working under the supervision of the Executive Director (ED), oversees and manages all office procedures while creating and promoting marketing materials, assisting in event planning and other tasks as assigned by the ED.   The position will be Monday – Friday, approximately 20 hours per week with a few weekends depending on event schedules.  Leading up to large community events this position may require 40 hours per week, approximately 5 weeks per year.
Duties and Responsibilities:
  • Oversee all aspects of general office coordination.
  • Attend networking events, chamber events, community events, and ribbon cutting ceremonies with ED and assist with coordination of these events.
  • Maintain confidentiality in all aspects of client, staff and organization information.
  • Manage and market the Chamber of Commerce using social media such as Facebook, Twitter, Pinterest, Instagram and other platforms.
  • Assist in the creation and design of flyers, invitations, brochures and other materials for events and member outings.
  • Work closely to develop and write press releases, semi-monthly newsletters and other news related marketing materials.
  • Utilize vendors for design of marketing materials where needed.
  • Monitor and assist with maintenance of the organization’s website.
  • Interact with members, vendors and visitors in a positive and friendly manner.
  • Open, sort and distribute incoming correspondence, including mail, faxes and e-mail.
  • Prepare responses to correspondence containing routine inquiries.
  • Perform general clerical duties to include, but not limited to making phone calls, answering phone calls, copying, faxing, mailing, filing, office organization and office cleaning.
  • File and retrieve organizational documents, records and reports.
  • Coordinate multiple aspects of events with the direction of the ED.
  • Create and modify documents such as reports, memos, letters and brochures using word processing, spreadsheet, database and/or other presentation software such as PowerPoint, Microsoft Office, or other programs.
  • May conduct research, compile data and prepare papers for consideration and presentation to the ED and Board of Directors.
  • Attend committee meetings or other meetings as requested in order to record minutes when needed.
  • Collect and maintain inventory of office equipment and supplies.
  • Research, price and purchase office furniture, equipment and supplies.
  • Arrange for the repair and maintenance of office equipment.
  • Assists in planning and attending monthly and annual chamber run events.
  • Other duties as assigned by the ED.
Knowledge, Skills and Abilities:
  • Computer literate including proficiency with MS Office including Publisher, Excel, and Word.
  • Experience in ChamberMaster Member Management Software a plus.
  • Demonstrated ability to work with social media and marketing tools.
  • Good writing, analytical and problemsolving skills.
  • Knowledge of principles and practices of organization, planning, records management and general administration.
  • Ability to communicate effectively.
  • Ability to operate standard office equipment, including but not limited to, computers, telephone systems, calculators, copiers and facsimile machines.
  • Ability to follow oral and written instructions.
Minimum Qualifications:
  • At least two (2) years of experience in general office responsibilities and procedures.
  • Knowledge of principles and practices of basic office management and organization.
  • Ability to work well either alone or as part of a team.
To Apply: Please forward your resume, cover letter, and salary history to Katy Engels, Executive Director, chamber@waterford-wi.org by Sunday, April 9, 2017.  The starting hourly rate for this position is $10-10.50 per hour.
Contact Information