Administrative Assistant

Part-time Employee, with potential for full time employment

Job Description

The role of this position is to ensure the effective operation of the Eagle Mountain Chamber of Commerce office. This individual must be both detail-oriented and customer service focused in order to ensure the effective internal operations of the Eagle Mountain Chamber. As the first contact for members and the community, the administrative assistant will work to maintain a welcoming environment both in person and through electronic communication. This role is a work on-site during business hours, pays $15-20/hour for 20-40 hour/week position. (depending on experience and qualifications).

Qualifications

• Passionate about Eagle Mountain and surrounding communities
• Comprehensive understanding of Eagle Mountain’s Business landscape
• Excellent public relations/customer service skills
• Professional demeanor and presentation of self
• Ability to interact effectively with diverse groups of people and organizations
• Self-motivated and driven with the ability to execute at a high level with minimal supervision
• Demonstrated proficiency in all social media channels and Microsoft Office required
• Experience with CRM software preferred, willingness to learn Chamber Nation software
• Must have/maintain a dependable vehicle
• Able to lift up to 50 pounds

Benefits of working for the Eagle Mountain Chamber of Commerce

• Growth opportunities with the fastest growing Chamber in Utah County
• Paid training and professional development
• Paid professional memberships

Application Instructions

• Submit resume and cover letter to melissa@eaglemountainchamber.com by 5:00 p.m. MST on Monday, February 12, 2024.

Duties and Responsibilities

Reception & Public Relations

• Receive and direct public, visitors, and guests
• Work on-site, during business hours
• Responsible for all incoming phone calls, postal, and electronic mail.
• Answer general and specific questions regarding the Chamber, staff, board/executive, events, and members.
• Maintain and distribute brochures and information
• Answer requests in a timely and professional manner
• Stock refreshments & other items for guests’ comfort

Administration Assistance

• Handle correspondence, assemble mailings, clip and file news articles, maintain office machines.
• Responsible for typing, copying, faxing, mailing, making phone calls, and as assigned–making bank deposits,
• Run Chamber errands and make deliveries to Chamber members, as assigned

Support Services

• Provide support to the CEO/President, Board Chair, and other Chamber Contractors when asked for assistance.
• Assist in setting up meeting invites, sending reminder notices, and copying material.
• Prepare sales and new member kits and ensure all materials are current and available.

Record & Document Management

• Perform document management function for Board of Directors meetings by filing and maintaining reports and minutes. Be able to provide these documents when requested.
• Maintain the membership database and online directory to ensure all information is accurate and timely.
• Bill and process monthly membership payments within the membership management software.
• Under the direction of the Chamber President, ensure timely invoicing for Chamber signage.
• Assist the Chamber President in creating and managing email communications in Constant Contact, using pre-established templates.
• Shall update and maintain all building leases and other agreements

Events

• Be present at Chamber Events and provide assistance with— set up, check-in support, tear down, table arrangement, etc.
• Provide support to the CEO/President at all Chamber events, and when remaining hourly time allows, at Chamber workshops and training.
• Maintain and update events registration list and provide the information as needed to Chamber leadership
• Assist Chamber President with maintenance of the events calendar, the Chamber’s social channels, and events graphics on the Chamber website
• Under the direction of the Chamber President, assist with scheduling of grand opening events, utilizing the event template
• Prepare thank you gifts for event presenters and visitors as assigned
• Assist in tracking and evaluations of events.

Office Management

• Perform facility management by maintaining a well-stocked, clean, orderly, and well-functioning office environment, including ordering and distributing authorized office supplies and materials.
• Under the direction of the Chamber President, engage with outside vendors for services such as printing, photography, videography, etc.
• Administer Chamber Nation records, supporting the Chamber President as needed with Chamber Nation related tasks.
• Be the first point of contact for any help desk needs for Chamber members with Chamber Marketplace pages.

Training

• Regularly attend Chamber Nation training and complete tutorials to have a strong command of Chamber Nation administration
• May be required to receive additional training to ensure efficient operation levels

General

• Promote the Chamber and be a positive brand ambassador.
• Maintain an excellent working relationship with members and suppliers.
• Administrative Assistant shall perform any other duties as assigned or needed to ensure the efficient and effective operation of the Eagle Mountain County Chamber of Commerce.