Executive Assistant

We are seeking a highly organized, proactive, and personable Executive Assistant & Administrative Coordinator to support the President & CEO and assist with the day-to-day operations. This role is ideal for someone who enjoys wearing multiple hats, managing competing priorities, and working with a variety of people, including business leaders, Board members, members, and community partners. The ideal candidate is detail-oriented, takes initiative, and thrives in a collaborative, fast-paced environment. In addition to executive and administrative support, this position will contribute to membership engagement, marketing and communications, and event coordination to help ensure the company runs smoothly and continues to serve its members and the broader business community.

Full-time Onsite
Direct Hire

Key Responsibilities

Executive Support
Manage and maintain the President & CEOs calendar, including meetings, appointments, events, speaking engagements, and other commitments.
Coordinate internal and external meetings with Chamber members, Board members, elected and appointed officials, community partners, prospective members, sponsors, and other stakeholders.
Assist the President & CEO with daily priorities, scheduling changes, reminders, follow-up, and meeting preparation.
Prepare correspondence, agendas, presentations, briefing materials, reports, and other documents as needed.
Track follow-up items and assist in ensuring commitments, requests, and action items are completed.
Serve as a primary point of contact for scheduling and administrative matters involving the President & CEO.
Anticipate needs and proactively address administrative issues before they become problems.
Handle confidential and sensitive information with professionalism and discretion.
Board, Council & Committee Support
Provide administrative support for the Chambers Board of Governors, Executive Board, councils, committees, and other leadership groups.
Attend designated Board and executive-level meetings and prepare accurate meeting minutes.
Assist with meeting scheduling, agendas, attendance tracking, materials, reminders, and follow-up.
Maintain organized Board, council, and committee records and supporting documents.
Coordinate communications with Board members, council chairs, committee members, and other Chamber leadership as directed.
Assist with Board onboarding, meeting logistics, and other governance-related administrative needs.

Office & Administrative Support
Help manage the day-to-day administrative operations of the Chamber office.
Answer and direct incoming telephone calls and general inquiries in a professional and welcoming manner.
Welcome members, guests, vendors, and community partners visiting the Chamber office.
Monitor general Chamber correspondence and route inquiries to the appropriate team member.
Maintain organized electronic and physical files, records, contact lists, and administrative documents.
Coordinate office supplies, meeting materials, mail, deliveries, and other general office needs.
Assist with scheduling conference rooms and preparing the office for meetings and visitors.
Support data entry, document preparation, scanning, filing, printing, and other administrative functions.
Assist with vendor coordination and routine office-related requests.
Help identify opportunities to improve administrative systems, organization, and office efficiency.

Membership Support
Assist the membership team with administrative aspects of new member onboarding, renewals, prospective member follow-up, and member engagement.
Respond to routine membership inquiries and direct more detailed questions to the appropriate staff member.
Assist with maintaining accurate member information in Chamber systems and databases.
Help prepare membership materials, welcome information, correspondence, and follow-up communications.
Support outreach to members regarding meetings, events, programs, renewals, and Chamber opportunities.
Assist with member ribbon cuttings, openings, tours, and other member-related activities as needed.
Provide a high level of customer service to Chamber members and prospective members.

Marketing & Communications Support
Provide administrative support to the marketing and communications team as needed.
Assist with gathering event information, member information, photos, materials, and other content needed for Chamber communications.
Help maintain Chamber contact and distribution lists.
Assist with proofreading event information, email communications, invitations, and other materials for accuracy.
Coordinate information between Chamber departments to help ensure events, programs, and member opportunities are communicated accurately and on time.
Assist with photography, content gathering, or basic social media support at Chamber events when needed.

Events & Programming Support
Provide administrative and operational support for events, programs, meetings, ribbon cuttings, and special initiatives.
Assist with event registration, RSVP tracking, guest lists, name badges, seating materials, signage, and other event preparation.
Support guest check-in, registration, and on-site event operations.
Assist with communicating with venues, vendors, speakers, sponsors, members, and attendees as directed.
Help prepare event materials and ensure supplies and materials are organized in advance.
Assist staff with event setup and breakdown when necessary.
Track post-event follow-up items and assist with administrative wrap-up.
Be available for occasional early morning, evening, or off-site events as required.

Organization-Wide Support
Work collaboratively with the membership, marketing and communications, events and programming, and operations teams.
Assist with special projects, organizational initiatives, research, and administrative assignments as directed by the President & CEO.
Help maintain a professional, organized, responsive, and welcoming office environment.
Step in where needed during busy periods, major events, staff absences, or special initiatives.
Perform additional duties consistent with the needs of a small, collaborative organization.

Qualifications
Previous experience as an Executive Assistant, Administrative Assistant, Office Coordinator, Operations Coordinator, or in a similar administrative role.
Exceptional organizational and time-management skills.
Strong attention to detail and consistent follow-through.
Excellent written and verbal communication skills.
Ability to manage multiple assignments, deadlines, and changing priorities simultaneously.
Strong professional judgment and ability to handle confidential information appropriately.
Professional, personable, dependable, and service-oriented demeanor.
Ability to communicate comfortably and professionally with executives, Board members, members, community leaders, vendors, and the general public.
Ability to work independently, take initiative, and identify what needs to be done without waiting for detailed direction.
Strong interpersonal skills and a collaborative approach to working with a small team.
Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and standard office technology.
Ability to quickly learn the databases, event platforms, and other technology used by the organization.
Flexibility to occasionally work outside traditional business hours for meetings and events.

Please visit us at https://www.prostaffworkforce.com/ to explore all opportunities.

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