Job Description
Madison Chamber of Commerce
Madison, Alabama
Position Title: Administrative Assistant
General Summary: Under the direction of the President, responsible for supporting the Madison Chamber of Commerce daily office operations. Provides administrative staff support to the President and Chamber staff as assigned by President. Serves as representative of The Madison Chamber of Commerce; must be enthusiastic, well organized, possess effective written and verbal communication skills, proficient in use QuickBooks and office operations software (i.e. Email, Microsoft Word, Excel, etc.)
Duties and Responsibilities for Administrative Assistant Position
- Assist with day-to-day operations of Chamber office including responding to incoming phone calls, general emails and in-person inquiries - providing general information about membership, sponsorships and programs, and assisting in preparing new and prospective member packets.
- Responsible for maintaining, organizing, ordering and restocking all supplies for the chamber office.
- Serve as the Administrative Assistant to the President, assisting with projects and events as assigned. This includes calendar management, placing calls on behalf of the President, researching projects and more.
- Add new member information after payment is made to: Chambermaster, QuickBooks, Board Agenda, Newsletter, Constant Contact, Email Chamber President, Staff and Ambassadors,
- Assist marketing in developing graphics for social media.
- Assists with logistics for arranging spaces, exhibits, banquets, receptions and other applicable activities.
- Helps provide event management coordination which includes problem solving, decision making and interaction with local vendors.
- Assist President with invoicing, billing details and activities related to year-long Sponsorship Packet.
- Assist with generating daily dashboard for staff and monthly reports for the Chamber Board of Directors
- Contribute to the membership retention plan by proactively calling existing member businesses and updating member information as needed.
- Provide operational support of payment processing and weekly deposits, as needed.
- All other duties and responsibilities as assigned
Membership recruitment and retention is a primary part of all positions at the Chamber. As a membership organization, it is essential that all staff be well versed and prepared to present membership information to all members and prospects.
Personal Characteristics – Ideally, the Administrative Assistant will have a unique combination of personal and professional qualifications. This includes, but not limited to:
- Demonstrated interest in the community and surrounding areas. Reliable, self-motivated, and outgoing. Ability to function well as part of a multi-functional team. Presents a professional image whenever representing the
- Desire to work for a nonprofit and accepting of the challenges that are inherent when working for a nonprofit.
- Excellent interpersonal skills and ability to communicate professionally with Chamber members, community representatives and elected leaders.
Qualifications and Experience:
- Associates degree in Business or Marketing preferred.
- Related experience in small business or non-profit.
- Effective communication skills; comfortable and proficient with Microsoft Office software and QuickBooks.
- Time management skills with a proven ability to prioritize
Membership recruitment and retention is a primary part of all positions at the Chamber. As a membership organization, it is essential that all staff be well versed and prepared to present membership information to all members and prospects.
Personal Characteristics – Ideally, the Marketing and Events Specialist will have a unique combination of personal and professional qualifications. This includes, but is not limited to:
- Demonstrated interest in the community and surrounding areas. Reliable, self-motivated, and outgoing. Ability to function well as part of a multi-functional team. Presents a professional image whenever representing the
- Desire to work for a nonprofit and accepting of the challenges that are inherent when working for a nonprofit.
- Excellent interpersonal skills and ability to communicate professionally with Chamber members, community representatives and elected leaders.
Qualifications and Experience:
- Degree in Marketing or Communications preferred.
- Related experience in small business or non-profit.
- Effective communication skills; comfortable and proficient with Microsoft Office software and QuickBooks.
- Time management skills with a proven ability to prioritize