Executive Support
- Serve as Executive Assistant to the Executive Director by providing high-level administrative support.
- Assist with completing assigned projects and office tasks, including document preparation, filing, and correspondence.
- Manage scheduling and logistics for the Executive Director, ensuring all commitments, events, and meetings are confirmed and coordinated.
- Handle confidential information with discretion and professionalism.
Events & Scheduling
- Coordinate and confirm all Chamber events, including ribbon cuttings, networking events, and luncheons.
- Attend events to assist with logistics, photography, promotion, and member engagement.
- Maintain event calendars and ensure timely reminders and updates get communicated to members, the Board of Directors, and community partners.
- Support volunteer and committee coordination to ensure a smooth event execution.
Event Planning & Management
- Serve as lead coordinator for Chamber-hosted events, overseeing planning, logistics, and execution.
- Work closely with Board-appointed event liaisons and committees to plan and deliver successful programs.
- Plan and manage event schedules, coordinate with vendors, monitor budget allocations, and conduct follow-up communications to ensure seamless execution.
- Support sponsorship acquisition by preparing proposals, maintaining sponsor records, and ensuring sponsor benefits are fulfilled.
Membership Services
- Facilitate the onboarding process for new members by guiding them through the membership levels, application process, and payment procedures.
- Maintain ongoing communication with members to ensure satisfaction, engagement, and retention.
- Assist with annual membership renewals, outreach, and data updates.
- Promote Chamber benefits and resources to prospective and current members.
Board & Committee Support
- Attend and support monthly Board of Directors meetings, luncheons, and special committee meetings.
- Accurately record meeting proceedings, including roll call, financial reports, and action items, for timely distribution.
- Coordinate Board materials, agendas, and documentation in advance of meetings.
Financial Administration
- Oversee accounts payable and receivable processes in collaboration with the CPA office.
- Process invoices, credit card payments, ChamberMaster transactions, and bank deposits.
- Manage the timely processing of payments, reconcile financial accounts, and ensure the accuracy of financial reports.
- Maintain accurate records of all financial transactions for auditing purposes.
Marketing & Communications
- Design, edit, and distribute the Chamber’s weekly e-blast, including event updates, announcements, and member advertisements.
- Maintain the Chamber’s website and social media platforms with current content, event photos, and announcements.
- Assist in the creation of marketing materials, press releases, and newsletters to promote Chamber events and initiatives.
Office Operations & Inventory Management
- Track and manage inventory of office supplies, refreshments, and equipment to support smooth daily operations.
- Conduct regular inventory reviews and coordinate the purchase or replenishment of supplies as needed.
- Maintain a professional and welcoming office environment for members and visitors.
Staff & Volunteer Supervision
- Manage administrative assistants, interns, and volunteers by delegating tasks, providing training, and monitoring performance.
- Develop and implement office systems to ensure consistent workflow and accountability.
- Support a positive and productive office culture through leadership and guidance.
Database & Record Management
- Maintain accurate member and event records within ChamberMaster and related databases.
- Ensure compliance with recordkeeping standards for financial, membership, and Board documents.
- Generate reports and analytics to track membership engagement, event attendance, and revenue trends.
Community & Public Relations
- Serve as a professional representative of the Chamber at community functions and public events.
- Build and maintain positive relationships with members, business leaders, and community stakeholders.
- Respond to inquiries (phone, email, in-person) in a timely and professional manner, ensuring members feel valued and supported.
*Perform additional duties and responsibilities as assigned by the Executive Director.
- Pay- $20/ Hour. Personal days and holidays
- 35-40 hours a week
Email cover letter, resume, and references to chris.thomas@millingtonchamber.com
