• Executive Assistant

    River Region Chamber
    Job Description
    The mission of the River Region Chamber of Commerce is to grow, strengthen and unify businesses in the River Region. Since 2004, the Chamber has helped build relationships that impact and improve the quality of life through strong leadership that advocates a pro-business environment in St. Charles, St. James and St. John the Baptist Parishes. It focuses on serving as the voice of River Region businesses, providing business support and value to members and building coalitions. Visit the Chamber online at www.riverregionchamber.org
     
     

    Position Summary

    Under the guidance and direction of the Executive Director, the Executive Assistant maintains and coordinates the public & business activities of the chamber.  This employee is primarily responsible for the efficient operation of the office including computer operations and maintenance, and file maintenance.  The person in this position is normally the first contact the public has with the Chamber.  The Executive Assistant answers the telephone and greets visitors and either provides the information requested or directs the inquirer to the proper Chamber employee or contact.  Thus, the person in this position has a tremendous impact on the overall impression the general public and members have of the Chamber.  Hence, the Executive Assistant plays a critical role.
     

    Essential Job Functions

    • Office administration duties to include:
      • Maintaining the lobby; answering phones and chamber voice mailbox; office mail; schedule and maintain Chamber meeting room and master calendar of events; ordering of supplies; maintain inventories of items needed; tally of working day calls/walk-ins/emails, etc; greeting visitors while keeping a positive interaction with the public; daily back-up of computer server and maintenance of files.  This includes ensuring the office is open M-Th 7:30 am – 4:30 pm and Friday 8 am to noon.
    • Works closely with the Executive Director to coordinate inside and outside scheduling of appointments and community events.
    • Interfaces with Chamber staff about directives and inquiries issued by the Executive Director, Board of Directors, and general public.
    • Responsible for accurate outlook meeting invites for all committees.
    • Prepares and distributes all appropriate materials and presentations for monthly Board & Executive Committee meetings, as well as, annual Chamber Board Retreat.
    • Supervises and ensures that all aspects of the CM (Chambermaster database) is kept up to date and accurately maintained. (ex. Reports, groups, event and membership modules)
    • Maintains inventory from the 3 parishes of welcome packets to newcomers inquiring about our community.
    • Takes and accurately records reservations for Chamber events and functions in CM, printing all reports needed for registration tables at events. Tracks Chamber member attendance through this process. 
    • Schedules and records reservations for the Chamber meeting rooms. Maintain binders for all committee meeting packets (monthly)
    • Schedules appointments & makes reminder calls for appointments for the SBDC counseling sessions as needed.
    • Enters all new members into CM. Inform Executive Director of policy renewals (minimum 2 months advance notice)
    • Oversee maintenance work of bldg. contracts (landscaping, alarm system, IT support)
    • Maintain accurate reports for Investment Comparison and Sponsorship Tracking. Create financial reports for Executive Director by the 5th of each month.
    • Prepares and makes all bank deposits, according to current policy.
    • Ensures all invoices are paid, according to current policy. Prepares all Chamber invoices for processing as needed.
    • Performs other position related duties as directed by the Executive Director.
     
    Education and Experience
    • Bachelor’s Degree in Business Administration, Management, Communications and/or Marketing is preferred. Associates Degree from a post-secondary school may be considered.
    • Minimum of 5 years Administrative / Management experience.
    • Must be proficient in QuickBooks, Excel, Word and PowerPoint
    • Non-profit experience a plus.
     
    Knowledge Skills, Abilities
    • Team Player
    • Multi-task oriented
    • Excellent listening skills
    • Excellent attention to detail
    • Excellent verbal and written communication skills. (includes spelling, grammar and writing composition)
    • Interpersonal skills
    • Ability to develop and oversee event budgets and manage resources
    • Some small business management experience
    • Ability to mediate and resolve conflicts
    • Excellent problem solver; works well under pressure
    • Ability to work with volunteers, committees, and vendors
    • Ability to respond diplomatically to members and staff
     
    Working Conditions and Physical Effort:
    • Work is normally performed in a typical interior/office work environment.
    • Very little physical effort is required.
    • No or very little exposure to physical risk.
    • Some events are held after normal working hours.
     
    The River Region Chamber of Commerce is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
     
    Interested, qualified candidates please submit your resumes directly to Chassity@riverregionchamber.org. Only top qualified candidates will be contacted to engage in the interview and selection processes.
    Contact Information