What are the responsibilities and job description for the Executive Assistant and Office Manager position at The West Orange Chamber of Commerce?
West Orange Chamber of Commerce
Executive Assistant & Office Manager
Position Status: Full-time
Reports to: President & CEO of the West Orange Chamber
The Executive Assistant & Office Manager will contribute to the growth and success of the West Orange Chamber of Commerce by overseeing efficient operations of the West Orange Chamber office and working closely with the President & CEO and other key staff as well as all aspects of the organization’s operations and governance.
Organizational Relationships: Works regularly and routinely with Chamber staff, members of the Board of Directors, West Orange Political Alliance, West Orange Foundation, members and outside vendors.
Responsibilities and Areas of Accountability for Executive Assistant & Office Manager:
-Act as the assistant to the President & CEO on all matters relating to the Board of Directors (BOD), Executive Committee, and West Orange Foundation, to include sending out monthly reminders for all meetings, and preparing PowerPoint presentations
-Assist President & CEO in regard to member requests and community outreach.
-Facilitate relationships and provide great customer service to investors to ensure full benefits are utilized, renewals confirmed, and all aspects of this process. Coordinate special luncheons/events in coordination with the President & CEO, as necessary.
-Facilitate building and grounds maintenance by scheduling services in areas of need, as they occur. Monitor building and grounds for possible areas for service to offset future maintenance issues and to maintain physical appearance.
-File annual reports for all with Division of Corporations.
-Update annual inventory and provide to Bookkeeper for the purpose of maintaining the Tangible Personal Property tax exemption.
-Coordinate service of all office equipment as needed when issues arise and maintain routine maintenance or upgrades, including daily functioning of IT with contracted provider.
-Request RFPs for repairs or new office or building equipment as needed in accordance with adopted Accounting Policies and Procedures – Coordinate necessary repairs or purchases.
-Determine cleaning schedule for staff and sub-contractor and create and communicate phone rotation/trash/recycle schedule to all team members.
-Process and Pay invoices on all monthly expenses to include building and ground maintenance, office, healthcare benefits, insurance coverage, housekeeping, membership, and supplies, etc. as needed.
-Review accounts receivable and follow up on payments, as needed.
-Assist Events department with weekly email publications as needed.
-Assist in taking photos and videos at events/programs to better tell the Chamber story.
-Facilitate relationship with our marketing firm to ensure communication between membership department, events department, and all assets are delivered in a timely manner.
-Manage Chamber Communication Channels to include, but not limited to: WOCC Website, E-publications, Print Media, the annual Discover Magazine and other communication vehicles as needed
-Open mail and log checks received, scan checks.
-Scheduling of Conference room use.
-Other duties/activities as assigned or necessary.
Qualifications:
- Three to five years’ experience performing identical or similar functions and duties.
- Demonstrated knowledge and skill in the areas listed above.
- Proficient in Microsoft Office.
Typical Physical and Mental Demands
- Requires the ability to travel locally.
- Ability to attend monthly networking evening events.
- Early morning events/meetings
- Valid Driver’s License