Administrative Assistant


JOB DESCRIPTION
 

JOB TITLE Administrative Assistant
REPORTS TO Executive Director
WORK SCHEDULE Tue – Fri, 9 AM to 5 PM, and Sat, 10 AM to 4 PM
(38 hours per week)
REVISED October 21 2022
 
 
Summary
Established in 1991, the Matthews Chamber of Commerce promotes advocacy, education, and networking resources for business growth and community involvement. We provide members with opportunities for networking, professional development, business advancement, and economic growth.
 
The Matthews Chamber of Commerce staff work in a highly collaborative, close-knit environment and:
  • Engage with members daily to understand and advance their business objectives;
  • Host small and large events that bring together organizational leaders and customers for conversation and business development;
  • Showcase the success stories and innovative endeavors of the local business community;
  • Measure and report on the health and trends of the Matthews business community.
 

Essential Functions
The Administrative Assistant:
  • Welcomes Chamber visitors courteously and answers all questions; faithfully reports visitation data to the Town of Matthews and other interested parties;
  • Works with Chamber Ambassadors and staff to welcome new Chamber members and orient them to all Chamber benefits, events, and tools;
  • Maintains accurate information in the Chamber database on all member organizations and their representatives; assures that member information is accurate on the Chamber website and in all documents;
  • Maintains the Chamber Master Calendar of events;
  • With the Member Engagement and Community Engagement Coordinators, produces important documents including annual membership renewal and sponsorship invoices; assures all documents are accurate, complete, and created in a timely manner;
  • Contributes to the long-term financial viability of the Chamber by understanding the organization’s financial needs and, with the Executive Director, successfully meeting the annual budget goals;
  • Acts as a primary point of contact with:
    • the Town of Matthews staff regarding the orderly upkeep of the Chamber offices;
    • insurance and other building vendors;
    • office supply and print vendors;
  • Communicates proactively with Chamber and community members to organize and restock printed materials at the Visitor Center, at local businesses, Town buildings, and kiosks;
  • Assists in event planning, preparation, implementation, and follow-up;
  • Assists in maintaining Merchandise Sales/Kiosk for Visitors Center;
  • Assists in writing social media content for the Chamber and Tourism related posts;
  • Assists the Executive Director with communications and meeting preparation as necessary;
  • Performs other duties, as required.
 
 
Skills and Experience
  • High School Diploma required, and Associates Degree in Business Administration or similar preferred
  • 2+ years’ experience in customer-service and cash-handling required
  • Proficiency in Outlook, Excel, Word, PowerPoint, and Publisher required; in Photoshop/Adobe InDesign/Illustrator a plus.
  • Demonstrated ability as a proofreader, with careful attention to detail
  • Capable of working successfully with minimal supervision
  • Success as a highly collaborative team member
 
 
Physical Demands
The Administrative Assistant typically:
  • sits at a desk for extended periods of time;
  • uses repetitive arm, hand, wrist, and finger movements in typing and working with a computer;
  • Frequently stands, walks, stoops, kneels, and crouches;
  • Uses close vision to focus on reading/proofreading materials and to work with a computer;
  • Lifts boxes, office supplies, etc. weighing up to 30 pounds.
 
 
Work Environment
The Administrative Assistant generally:
  • works in a climate-controlled indoor environment;
  • Is able to work productively in a noisy or distracting environment;
  • Is adaptable to working closely with other staff and volunteers.