Administrative Assistant/Event Coordinator

Status: Full-Time

Hours: 40 hours per week (up to 40 during events)

Role Summary

This role is responsible to plan, coordinate and implement community events and additional programs. In addition, this person also acts as frontline staff assisting guests and members, as well as the President of the Chamber.

The position reports directly to the Chamber President.

Administrative Tasks:

●       Receives incoming calls in a prompt, courteous and professional manner. Ability to accurately direct incoming calls to the proper person.

●       Greets all walk-in customers in a courteous and professional manner and directs them to the appropriate staff person.

●       Processes information requests received via the telephone, internet, mail or in person.

●       Reviews all mail, respond or route appropriately.

●       Assists with reports, databases and general correspondence as needed.

●       Assist staff to maintain the lobby area in a professional and orderly condition and manages all brochures and marketing material keeping them up-to-date and replenished as needed.

●       Cultivate and maintain an extensive knowledge of all Chamber programs, services, initiatives and activities.

●       Maintains a current database of groups in ChamberMaster defined by the Chamber President and Communications Manager. 

●       Assists the team to maintain all membership records as assigned.

●       Assists with membership mailings and others as assigned.

●       Attends Chamber & staff development functions at the discretion of the Chamber President.

●       Accepts registrations via mail, internet/email and/or telephone for Chamber events. Maintains accurate registration records at all times. Prepare name tags and event registration lists directly from ChamberMaster for Chamber functions requested by the Chamber President.

●       Utilizes Google Drive for all documents as defined in office processes. Note, all Chamber documentation and pictures are the property of the Chamber and should be uploaded in the Drive weekly.

●       Maintains Chamber meeting rooms to ensure a clean and professional atmosphere at all times (i.e. Check rooms after use, clean as needed).

●       Maintains current with all ChamberMaster systems, processes, and tools.

●       Maintains a positive working relationship with our staff, members, partners, and other community organizations.

Specific Duties:

Events:

●       Plans, coordinates, and implements all community events and member events.

●       Manages all project plans and action logs.

●       Recruit, train and manage volunteers for all events.

●       Establish and maintain relationships with all vendors.

●       Works in concert with partners, members and organizations.

●       Assists with sponsorship management and recruiting.

●       Plans and facilitates designated meetings and record meeting minutes. Events may include:

o  Winter Gala

o  Rivertown Fall Art Festival

o  Boat Cruises

o  Food Truck Event

o  Golf Tournament

o  World Snow Celebration

o  Holiday Party

o  Parade

o  Hometown for the Holidays

o  Others TBD

●       Manage registration processing of applications for events in a timely manner.

●       Assist with registration desk at assigned events.

●       ChamberMaster & Communications:

o  Assist with the ChamberMaster Calendar and keep current at all times.

o  Responsible for ongoing learning of tools and processes within ChamberMaster uses the online training tools.

o  Assist the team with membership records and updates.

●       Programs

o  HYPE, acts as the Chamber Liaison

o  Mixers: Attend if needed

o  Coffee Talk: Attend if needed

o  Ribbon Cuttings: Attend if needed

o  Business Development Seminars and Toast and Topics: Attend if needed

Knowledge, Experience, and Education Required:

●       Must possess a background in office procedures and clerical support along with good computer skills; specifically, Microsoft Office, Google Calendar, Gmail, Google Drive and ability to learn new software and systems.

●       This position requires excellent customer service skills and is well versed in the Greater Stillwater area. In addition, organizational management skills and passion for events is required.

●       Must demonstrate good written and verbal communication skills.

●       Ability to organize, plan and prioritize workload involving multiple projects at one time.

●       Ability to think creatively and innovatively as well as provide solutions.

●       Strategic, critical thinking and problem-solving abilities.

●       Must be a team player that works well in fast-paced, changing environment.

●       Must have the ability to foster the values of member relations and quality assurance in customer service.

●       Must be able to work a flexible schedule based on the programs and events by direction of the Chamber President.

●       Requires sufficient physical capacity to perform general office work as well as service indoor and outdoor events and activities including ability to sit for extended periods of time, stand and walk for extended periods of time including outdoors, and lift up to 50 pounds on an occasional basis and lift up to 20 pounds on a regular basis.

●       Must have/maintain a dependable vehicle with proof of license and insurance.

●       Must have a positive attitude and forward-looking demeaner.

●       Must be able to perform under pressure positively and professionally.

●       Other duties as requested by the Chamber President.

The Greater Stillwater Chamber of Commerce is a 501c(6) and Foundation is a 501c(3)and currently does not provide benefits with the exception of vacation days.