Administrative Assistant the President and Chief Operating Officer

Position Title: Administrative Assistant
Reports to: Executive Management

Position Overview

The Dutchess County Regional Chamber of Commerce seeks a highly organized and detail-oriented Administrative Assistant to support Executive Management and the broader team. This role is designed to enhance day-to-day efficiency, assist with internal coordination, and help ensure projects and communications are executed seamlessly. The Administrative Assistant will play a key role in keeping operations organized, supporting team productivity, and helping the organization run smoothly.

Key Responsibilities:

Administrative & Project Support

· Assist in coordinating new initiatives and special projects, including scheduling, logistics, and follow-up.

· Support proofreading of organizational materials such as scripts, print collateral, flyers, brochures, graphics, signage, newsletters, letters, and website content.

· Help ensure timely promotion of events and projects by coordinating materials and tracking deadlines.

· Assist with sponsorship fulfillment by tracking deliverables and ensuring all benefits are executed as promised.

· Support email campaigns, text communications, and content scheduling.

· Help maintain active and up-to-date social media accounts, including those for annual events.

· Assist in coordinating Requests for Proposal (RFP) processes for events, print orders, directories, and signage.

Operational Support

· Review and organize supply requests prior to purchase for management approval.

· Help maintain adherence to internal processes and organizational structure.

· Attend meetings as needed, take notes, and provide status updates on projects and tasks.

· Assist with Workforce Department coordination, including note-taking and preparation of weekly summary reports.

· Help track contracts and ensure documentation is organized and up to date.

Human Resources & Staffing Support

· Post job openings on hiring platforms and assist with initial resume screening.

· Coordinate interview scheduling and candidate communications.

· Support onboarding by helping review the employee handbook, policies, and time-off procedures with new hires.

· Assist with timesheet collection and ensure accuracy prior to payroll processing.

· Serve as a point of contact for general employee questions and help connect staff with appropriate managers.

Committee & Event Coordination Support

· Assist in coordinating communication between staff and committee members.

· Help track event planning timelines and ensure tasks are completed on schedule.

· Confirm participation details (speakers, venues, etc.) and ensure information is complete before communications are distributed.

· Maintain and update committee contact lists, meeting invitations, and website listings.

· Support the process of filling committee vacancies and updating records as needed.

Qualifications

· Experience in an administrative, office support, or coordination role preferred.

· Strong organizational skills and attention to detail.

· Ability to manage multiple tasks and meet deadlines.

· Excellent written and verbal communication skills.

· Familiarity with Microsoft Office Suite and basic project management tools.

· Experience with event coordination, HR support, or communications is a plus.

Impact of Role

The Administrative Assistant plays an essential role in supporting daily operations, improving efficiency, and ensuring that projects and initiatives are executed effectively. By providing strong administrative support, this position helps free up leadership to focus on strategic priorities while keeping the organization running smoothly.

Other duties as assigned.

Job Type: Full-time

Pay: From $22.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Ability to Commute:

• Poughkeepsie, NY 12601 (Required)

Ability to Relocate:

• Poughkeepsie, NY 12601: Relocate before starting work (Required)

Work Location: In person