Executive Assistant

The Magnolia-Columbia County Chamber of Commerce actively works in a strong business environment. Our Chamber membership is composed of the finest businesses, professionals, and individuals who support our local community’s economic and civic development through their involvement with us. We are fortunate to have a business environment supported by government, civic, and community organizations that contribute to the overall success and quality of life in Magnolia.

As the advocate for the business community, the Chamber provides programs and services to ensure a favorable business climate and acts as the vehicle to promote the area’s economic and social progress. We will continue to be a force for constructive change in the community. We are proud of our contributions to Magnolia and Columbia County that add value to families, businesses and institutions.

The Executive Assistant provides a variety of support to the Executive Director and Magnolia Economic Development Director for initiatives including managing invoicing of members, event preparation, marketing, membership, communications, confidential matters and general office support.

This position is paid hourly and reports directly to the Executive Director and Economic Development Director. The position will be 40 hours per week, with additional hours to support specific events such as the Annual Chamber Banquet, Magnolia Blossom Festival and World Championship Steak Cook-Off, and other events throughout the year, as needed. Support at some early evening, early morning and occasional weekend events is also part of this position.

Requirements:

• Experience working in an office/professional environment
• Collaborative and energetic
• Must feel comfortable making sponsorship requests and follow up with all billing matters, including past due invoices (general example or script will be provided)
• Ability to simultaneously juggle multiple tasks
• Well-organized with a keen attention to detail
• Excellent writing and communication skills
• Takes initiative, highly organized, good follow through
• Ability to operate autonomously with minimal supervision
• Must be proficient with Office, including Word, Excel, and Outlook
• Experience with Quickbooks, Constant Contact, graphics programs, such as Adobe Creative Suite and Canva are a plus
• Using online tutorials, work to become a proficient user of CC Assist software

Responsibilities may include but not limited to the following:

Financial Management Support:

• Input new members into CC Assist and follow up by phone and email for welcome email and ribbon cutting support.
• Generate member invoices and provide timely follow up via phone or email if bill is unpaid
• Process bill payments in QuickBooks
• Reconcile bank accounts

Events:

The Executive Assistant to the Executive Director provides administrative support in the planning, implementation, and follow-up for all Chamber events, including board meetings, networking events, Magnolia Blossom Festival and World Championship Steak Cook-Off, and any other Chamber events as directed by the Chamber Board and Executive Director.

Specifically, the Administrative Assistant will:

• Assist with planning events by organizing RSVPs, sending reminders, and promoting event.
• Maintain Chamber Facebook page. Create event on Facebook and promote through a series of posts and sponsored posts. Welcome new members and share and like our members’ events.
• Create professional letter and reach out to past participants, vendors, sponsors, and work with Director to creatively grow fundraising events.
• Prepare and help with the distribution of materials needed for the event such as emails, invitations, fliers and tickets as needed.
• Handle event media, from writing and distributing press release prior to event to taking event photos and posting on Facebook within a timely manner of the event.
• Write press releases for events and ribbon cuttings. Track the newspapers to ensure they are published, follow up as needed and send copies to members.
• Send thank you notes and follow up on unpaid sponsors in a timely fashion.

Membership:

• Assist with recruiting and retaining members by answering questions and by responding to members’ questions.
• Create weekly membership news email in Constant Contact. Create regular Constant Contact marketing emails and update the contacts list.
• Maintain membership materials including letter of welcome, chamber events calendar list and membership application. Mail materials to new members and new businesses and follow up on leads in person or over the phone.
• Ensure all new members’ profiles are inputted correctly into the Membership Directory in a timely fashion and follow up for missing information.
• Update the membership discounts online and reach out to members and encourage participation.
• Encourage members to utilize CCAssist Software to post job openings and promotions.

Office Support:

• Track and maintain office supplies inventory
• General mail responsibilities

Job Type: Full-time

Schedule:

• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Magnolia, AR 71753: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

Salary : $30,800 - $39,000