Administrative Assistant

Administrative Assistant

Schedule: Monday–Friday, 10:00 AM–3:00 PM (25 hours/week) - possible future potential to become full-time
Location: Orange County Chamber of Commerce (on-site)
Reports To: President & CEO

Position Summary
The Administrative Assistant supports the President & CEO and the overall operations of the Orange County Chamber of Commerce. This role manages scheduling and calendars, coordinates meetings and committees, maintains office supplies and the board room, greets visitors, assists the events and programming team with preparation, and ensures smooth day-to-day administrative operations.

Key Responsibilities

• Executive Support: Manage scheduling, calendar coordination, meeting confirmations, and follow-ups for the President & CEO; prepare briefings, print agendas, and assemble materials.
• Board Support: Prepare board packets and materials; coordinate collection of reports; organize distribution; maintain board records.
• Meeting & Event Logistics: Reserve and manage the Board Room calendar; set up the board meeting room (A/V checks, seating, signage); coordinate food & beverage orders; reset and tidy room after meetings.
• Committee Management & Coordination: Schedule committee meetings; prepare agendas and minutes templates; track attendance and action items; coordinate communications and follow-ups.
• Office Operations: Answer the door and greet visitors professionally; field and route calls and emails; handle incoming/outgoing mail and shipments; general office maintenance/light tidying.
• Supply Procurement & Inventory: Maintain inventory of office and kitchen supplies; place orders; restock and organize; reconcile packing slips/invoices.
• Administrative Tasks: Draft correspondence, forms, and simple reports; data entry and filing (digital and paper); maintain contact lists and distribution lists; assist with mailings.
• Event & Programming Preparation: Assist the events and programming team with preparation, including materials, supplies, and on-site support as needed.
• Other Duties as Assigned: Provide cross-coverage for staff; support Chamber programs and events as needed.

Qualifications

• 2 years of administrative or office support experience (nonprofit, association, or member-based organization preferred).
• Proficiency with Microsoft Office and/or Google Workspace; familiarity with shared calendars and scheduling tools (e.g., Outlook, Google Calendar).
• Strong written and verbal communication skills; professional, friendly demeanor with members and visitors.
• Exceptional attention to detail, follow-through, and organization; able to manage multiple priorities and deadlines.
• Comfortable handling confidential information with discretion.
• Ability to lift up to 20 lbs occasionally and to stand/walk during meeting room setup and breakdown.

Nice-to-Have

• Experience preparing board or committee materials (agendas, minutes, packets).
• Basic A/V and conference room technology troubleshooting.
• Familiarity with CRM or member database tools.

Work Environment & Schedule

• On-site position, Monday–Friday, 10:00 AM–3:00 PM. Occasional flexibility for early morning/late afternoon meetings or special events is appreciated (with notice). If the position expands to full-time, regularly scheduled hours will expand.

Compensation & Benefits

• Hourly range: up to $21/hourly will commensurate with experience.
• Paid holidays.

How to Apply
Submit your resume and a brief cover note to info@orangeny.com with the subject line “Administrative Assistant – Your Name.” 
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The Orange County Chamber of Commerce is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Salary : $16 - $21