Executive Assistant

Southern Wayne County Regional Chamber

POSITION: Executive Assistant

REPORTS TO: SWCRC President & CEO

FUNCTIONS: The incumbent is responsible for support duties as it relates to membership services, Chamber events, and executive assistance. Further, the incumbent is responsible for special projects as assigned by the President and assisting with monthly legislative and business forum coordination.

RESPONSIBILITIES:

Membership Services

● Assist in creating monthly membership renewal packages & distributes new member welcome letter and membership window stickers when needed.

● Assist the Senior Director of Membership Engagement in membership database entry, to include online directory listing, email distribution database, referral and member adoption tracking, member job listings, and more.

● Assist Senior Director of Membership Engagement with membership renewal and new member communications.

● Assist the President and membership engagement team in production of annual printed Chamber directory.

● Manage ribbon cutting ceremonies, including coordination with municipal officials, organizational leaders, and SWCRC ambassadors. Send out ribbon cutting event invitations and create first ceremonial dollar bill certificate.

● Assist in execution of Membership Monday programs.

● Assist in promoting the benefits of Chamber programs to the membership and community.

● Assist in distribution of membership recruitment material.

● Attend community functions as needed by the President.

● Document all work processes and procedures thoroughly and accurately.

● Assist membership engagement team with scheduling new member and retention meetings, and completing membership retention calls, visits and communications.

Events / Forums

● Provides support to Events & Marketing Manager with management of various signature events and committees within the chamber; including but not limited to the Ambassador committee, Black Tie Gala & Expo, Taste of Downriver, Golf Outing, Celebration of Downriver, Women of Achievement Awards and others.

● Provides Events & Marketing Manager with day-of logistical support for SWCRC signature programming. Reports to assigned event locations and carries out responsibilities as assigned by the Events & Marketing Manager and/or President.

● Provide support duties for SWCRC President & events manager in planning and production of monthly forums, including: ● Speaker coordination ● Venue selection, price negotiation, and confirmation ● Sponsor invitations, communications, attendance confirmation, seating arrangements, table reservation signage. ● Event logistics, including sponsor signage, layout and seating arrangements ● Working with staff to confirm attendee list, provide attendee list to registration volunteers, print name badges, provide question cards, table sponsor signs, and other related duties.

● Assist when needed in recruiting Chamber ambassadors to volunteer at registration table, and collect question cards during program

● Assist in event production, including preparation leading up to the event, and day of setup and tear down.

General Duties

● Assist in maintaining the president’s meeting calendar, including scheduling appointments, and responding to calls and emails.

● Record meeting minutes for Chamber board and committee meetings and submit minutes to the SWCRC president no later than the day following the meeting.

● Compose and respond to email inquiries, provide important information to SWCRC members and community partners regularly.

● Answer phone calls in a polite and courteous manner. Refer calls to the appropriate staff member.

● Greet office visitors in a polite and courteous manner. Refer visitors to the appropriate staff member.

● Perform additional responsibilities as assigned by the President.

● Represent the President in the community when requested, ie. attending community partner meetings and events.

QUALIFICATIONS:

● One (1) year of relevant experience.

● Moderate to high proficiency and/or aptitude in Microsoft operating system.

● Word, PowerPoint, Excel, Gmail, and Google Calendar.

● Strong communication skills, both oral and written.

● Knowledge of e-mail and social media techniques and tools.

● Energetic self-starter with the ability to work under tight deadlines, to manage multiple projects and to multi-task.

● Consummate professional in conduct with elected officials, staff members, businesses, board members and the public with the ability to establish effective working relationships.

● High level of attention to detail and accuracy, strong organizational skills, and ability to prioritize and meet deadlines.

● Entrepreneurial team player with ability to work independently.

● Must be able to lift 5 pounds

Pay: $16.00 - $16.50 per hour

Benefits:

• Paid time off
• Retirement plan

Work Location: In person