Executive Assistant and Operations

Job Description

Job Description Title: Executive Assistant and Operations

MISSION, VISION, AND VALUES

Mission | The WMHCC is dedicated to the economic advancement of LatinX-owned businesses and professionals in West Michigan.

CORE EXPECTATIONS

All employees in all positions must:

• Adhere to the West Michigan Hispanic Chamber of Commerce’s mission, vision, values, key strategies and policies.
• Advocate on behalf of our members to further the economic prosperity of our community and the development of LatinX talent.
• Excellence, Professionalism, Synergy, Integrity, and support of the structure of the organization.
• Ensure that services are provided in accordance with state and federal regulations, accreditation and compliance requirements, and organizational policy.
• Maintain reliable attendance both in-person and virtually.
• Interact with co-workers, members and the public in a positive and professional manner. Communicate effectively and respectfully.
• Work as a team member helping others to contribute to the overall success of the West Michigan Hispanic Chamber of Commerce.
• Satisfaction of these core expectations is considered an essential function of all positions at West Michigan Hispanic Chamber of Commerce.

JOB SUMMARY

This is a great opportunity for an individual who enjoys variety in their job responsibilities, who is a multi-tasker, confident analytical person, and brings an element of fun to the day.

This position that works under the supervision of the President and CEO, oversees all office procedures while assisting with managing the President and CEO's calendar, internal and external communication, presentations and marketing materials, supporting event planning, attending community events, and providing exceptional customer service to our members, partners, employees and community stakeholders.

We are in search of a well-rounded, purposeful individual who is energetic, believes in excellent customer service, invigorates our team, is an adaptive learner, identifies and executes opportunities for process improvements.

As a representative of the organization, you will be interacting with employees, members, partners and community stakeholders daily; excellent communication skills are paramount. In addition, you will be key to ensuring best-in-class customer service ensuring timely and accurate responses from the office of the President and CEO.

Our ideal candidate is extremely detail-oriented, enjoys working in a team environment, and displays a high aptitude for proactively prioritizing and solving problems. Our ideal candidate is servant-minded and values the importance of the employee and member experience and contributes to the organizational goals.

Additional duties include, but are not limited to, managing our accounting processes, tracking income/expenses, communication with vendors and service providers, etc.

Acts as a role model and resource for all staff.

Requirements, qualifications and skills

• HS Diploma Required.
• Associate’s or bachelor's degree in Nonprofit, Business or Office Administration preferred.
• At least two years of experience in general office responsibilities and procedures.
• Bilingual (English/Spanish) required.
• Computer literate including proficiency with MS 365, MS Office including PowerPoint, Excel, Word, Teams, and Adobe Acrobat.
• Demonstrated ability to work with social media and marketing tools.
• Good writing, analytical and problem-solving skills.
• Knowledge of principles and practices of organization, planning, records management, and general administration.
• Ability to communicate effectively.
• Must have strong attention to detail, great organizational skills, and excellent time management.
• Ability to remain calm in high-pressure situations, ability to work independently and maintain a high level of professionalism desired.

ESSENTIAL FUNCTIONS - ROLES AND RESPONSIBILITIES (For this Position)

• Provide exceptional customer service to all our stakeholders and employees, always maintaining confidentiality and professionalism.
• Perform administrative and office support activities for the President and CEO and some activities for program departments, including general duties such as creating memos, copying, mailing, and filing organizational documents, records, and reports.
• Manage the calendar of the President and CEO, pay close attention to his email and respond when necessary.
• Answer all incoming telephone calls and return voicemail. Connect stakeholders, business owners and community members with WMHCC (West Michigan Hispanic Chamber of Commerce) programs.
• Handle mail and email correspondence, including responding to routine inquiries.
• Create and modify documents such as invoices, reports, memos, letters, and brochures using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, or other programs.
• Provide support for planning & coordination of events, such as Annual Awards Gala, El Torneo Golf Outing, Latino Health 5K, End of Year Breakfast, as well as monthly meetings and events for the different WMHCC programs.
• Connect prospective members with the development team to provide membership information and answer questions regarding benefits.
• Support the WMHCC media presence through press releases and interviews with media partners as well as digital presence through WMHCC website, social media, newsletters, etc.
• Support design and distribution of marketing materials as needed, such as flyers, invitations, brochures, etc.
• Monitoring income and expenses including documenting and processing payments and purchase orders.
• Maintain stock of office supplies.
• Attend Board and Committee meetings as requested in order to record minutes when needed.
• Support different operations processes, such as HR (documenting PTO and reimbursements for Payroll, keeping personnel files, assisting with onboarding and HR questions), Sales & Marketing (follow-up with current and prospective partners), IT (vendor management to upgrade/resolve issues), Finance (support accountant with documents/reports requested).

ESSENTIAL FUNCTIONS - ROLES AND RESPONSIBILITIES (Required for all Jobs)

• Actively participates in safety initiatives and risk mitigating measures where appropriate and completes all position and unit safety-related competencies and requirements on a timely basis.
• Performs other duties as assigned.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $50,000 - $60,000