Executive Assistant

POSITION: EXECUTIVE ASSISTANT
REPORTS TO: EXECUTIVE DIRECTOR

General Description of Position:

The position of Chamber Executive Assistant calls for assisting the Chamber Executive Director. Adhere to the Chamber mission: Serve our members; provide an environment where businesses can grow and prosper; enhance the quality of life in the Mattoon area.

Duties may include, but are not limited to the following:

Communication with Members/General Public:

One of the most important duties of this position is to handle phone calls, personal visits and written communication from the Chamber membership, business recruitment prospects, tourists and general public in a positive, professional manner. This may include answering questions and filling information requests, recording and handling complaints, relaying information to other staff members or committees, and in general, convincing members and potential member the Chamber office that our organization is anxious to serve them in a friendly and competent manner.

Knowledge of office software and graphic applications including Microsoft Office, InDesign, Adobe Acrobat, Adobe Photoshop and other software as applicable.

Financial Duties:

Such duties include payroll, bill paying, bookkeeping, tax preparation, membership dues and collection, and depositing of all Chamber funds, including the Mattoon Chamber Charitable Corporation. Proficiency with QuickBooks Accounting will be required of the successful applicant, QuickBooks Enterprise a plus, so experience is helpful. Prepare monthly reports for director and treasurer.

Routine Office Duties:

• Assist Director in scheduling meetings and making reminder calls to the Boards.
• Maintain master calendar of Chamber events and director’s daily appointments.
• Help to maintain membership computer databases with active members.
• Responsible for communication and coordination of the Ambassador Club members.
• Inventory and ordering of office supplies.
• Maintain office equipment/contracts.
• Prepare routine correspondence for Executive’s Signature (New Member Letters, Member Prospect Letters, etc.).
• Attend Chamber events such as Business After Hours, breakfast meetings, seminars, mentoring, Mattoon Emerging Leaders (MEL), to assist with registration, set-up, etc.
• Assist in the coordination of special events and promotional products, including the creation of promotional material such as flyers, newsletters, and Mid-Month News.
• Social media content, such as website and Facebook.

Assisting Executive Director:

• The Executive Assistant may be asked to assist the Executive Director with projects or events, research, and preparation of reports.
• Assist with new member visits and promotions.
• Other duties as assigned.

Requirements:

Knowledge of Microsoft Office is required. This job requires a solid level of technical proficiency (computer and software skills), the successful applicant may not be proficient in all of the listed software but must feel comfortable with the need to learn these skills as quickly as possible, and to be able to do so because they are an integral part of the job.

Prior office experience is a plus. Ability to work with the public and to maintain records and to be organized are required.

High school education or GED required, college degree is beneficial.

Pay: From $41,500.00 per year

Benefits:

• Dental insurance
• Paid time off
• Retirement plan

Work Location: In person