Executive Administrative Assistant - Prince Rupert and district Chamber of commerce

Organization: Prince Rupert and District Chamber of Commerce

Location: Prince Rupert, British Columbia

Position: Executive Assistant

Position Overview: The Executive Assistant at the Prince Rupert and District Chamber of Commerce plays a crucial role in supporting the organization’s operations by providing efficient administrative and clerical support to ensure smooth daily operations. The role involves handling a variety of tasks to assist Board Directors, Executive Director and Chamber members to maintain effective communication and organization within the Chamber.

This job description outlines the core responsibilities and qualifications expected of an Executive Assistant at the Prince Rupert and District Chamber of Commerce, emphasizing the importance of organizational skills, communication abilities, and administrative proficiency in supporting the chamber's operations effectively.

Key Responsibilities:

• Office Administration:
• Acting as the on-site presence of the organization, maintaining consistent office hours
• Manage and prioritize incoming calls, email correspondence and in-person communication, prioritizing information and directing to appropriate channels
• Handle sensitive information in a confidential manner.
• Maintain inventory and oversee organization of office supplies, equipment and chamber advertising / media equipment
• Administrative Support:
• Prepare, participate and report in regularly scheduled internal / community meetings, events and Chamber forums
• Maintain existing membership filing and contact system; update and collect fees; renew status; update and collect event registration and fees; and pursue new memberships.
• Provide general support to visitors including resource sharing and preparation of support letters.
• Act as the point of contact for internal and external stakeholders, Director and Executive Director.
• Work in conjunction with bookkeeper to maintain proper financial standing, payments and reporting
• Event Coordination:
• Assist in planning and organizing events, including logistics, scheduling, and participant communications.
• Coordinate meetings and take detailed minutes.
• Make travel arrangements and prepare expense reports.
• Assist in fundraising for annual and special events
• Work with Executive Director to contact and schedule businesses for monthly Chamber luncheons and business after business events
• Assistance with set-up / tear down for events (lifting, carrying, transporting promotional materials)
• Communication:
• Draft and edit correspondence, reports, and presentations.
• Prepare and distribute communications, such as newsletters, press releases, and event invitations.
• Maintain daily communications with Executive Director and (bi)weekly communication with Directors

Qualifications:

• Proven experience in administration.
• Knowledge of office management systems and procedures.
• Proficiency in MS Office (MS Excel, MS Word, Canva, Google suite).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Proven ability to work independently and with groups.
• Valid Class 5 driving license

Working Conditions:

• Part-time position based in Prince Rupert, British Columbia.
• Consistent office hours, with occasional evening or weekend work required for events.

Application Instructions: Interested candidates should submit a resume and cover letter outlining their qualifications and experience relevant to the position to executivedirector@rupertchamber.ca

Job Type: Part-time

Pay: $15,000.00-$20,000.00 per year

Expected hours: 20 per week

Benefits:

• Dental care
• Extended health care
• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday
• Weekends as needed

Education:

• DCS / DEC (preferred)

Posted on 7/16/24