Job Description

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Buffalo Grove Lincolnshire Chamber of Commerce

Confidential Job Description

Last Updated: 11/3/2016

Position Title: Executive Assistant / Reports To: Executive Director
Department: ChamberOperations / Position Location: Buffalo Grove, Illinois
Direct Reports: 0 / Position Status: Part-Time
Average Weekly Work Hours: 24 / FLSA Classification: Non-Exempt

Position Summary

The Executive Assistant will support the Executive Director with accomplishing the goals and objectives of the Chamber. Additionally, the incumbent will provide professional and courteous interactions with the Chamber Officers, Board of Directors, public and Chamber members visiting the office. The Executive Assistant will also have responsibility for ensuring that the Chamber office is running in an efficient and organized manner.

Position Duties and Responsibilities

Executive Director Support

  • Prepare various reports and spreadsheets as requested by the Executive Director and disseminate via select platforms.
  • Provide assistance with invoicing, billing, recordkeeping, financial reporting, and bookkeeping. Generate reports and answer questions about specific entries in the reports.
  • Work closely with the Executive Director and Treasurer to monitor and meet annual budget.
  • Monitor and manage all aspects of the Chamber’s online social media image and messages.
  • Work with the Chamber Master platform to add new members, delete non-paying members, add events, add fee items, create mailing lists, create reports, and manage any needed interface with Chamber Master.
  • Work with Executive Director to implement any needed changes to BGLCC website through the Chamber Master Interface.
  • Support the Executive Director with managing and implementing all events, including the Monthly Membership Meetings and Breakfasts, Networking Events, Business Before and After Hours, BG Days, Golf Outing, and New Member Orientations.
  • Coordinate sending event invitations, creating the guest list, setting up the event, greeting guests, interfacing with the venue management, handling bill payment, and cleaning up after the event.
  • Create drafts of various correspondence including thank-you letters, membership renewal letters, and general office letters.
  • Proofread all documents and reports prepared by the Executive Director on an as-needed basis.

Public Interface Responsibilities

  • Answerthe phone in a timely manner with a professional greeting and take messages for the Executive Director.
  • Maintain a professional demeanor with all Chamber guests and visitors
  • Provide refreshments to office visitors and guests.

Office Accounting / Administrative Responsibilities

  • Manage incoming funds and deposits
  • Enter all AP / AR data accurately into QuickBooks
  • Mail invoices and statements in accordance with accounting schedule.
  • Inventory and manage office and event supplies
  • Collect mail from the post office and Village Hall mailboxes daily
  • Organize office files and filing system

Knowledge / Skills / Abilities

  • Bachelor’s degree is preferred, with experience working in nonprofit settingdesired.
  • Must have a minimum of three (3) years of experience supporting an executive-level professional.
  • Demonstrated interest in the advancement of the business community and building key partnerships with community leaders, and local / state agencies representatives.
  • Excellent verbal and written communication skills.
  • Proven executive support capabilities, high energy, and “can-do” attitude.
  • Ability to work on multiple projects and function effectively both independently and as part of a team.
  • Demonstrated success in event planning and management.
  • Excellent internal and external customer service.
  • Ability to develop and maintain good relationships.
  • Working knowledge of business as well as local, state, and federal government.
  • High proficiency (intermediate to advanced) in the use of Microsoft Office tools (Word, Excel, and PowerPoint), and Publisher.
  • Demonstrated proficiency with Facebook, Linked In, Twitter, Pinterest, Google +, and ability to add, delete, and respond to messages on these platforms.
  • Ability to travel up to 5% and work some evenings and weekends for Chamber events (Business After Hours, BG Days, Taste of Lincolnshire, etc.).

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit for extended periods of time; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee must frequently lift and/or move up to 35 pounds. Specific vision abilities required by this job include ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work environment may involve moderate risks or discomforts, which require special safety precautions (e.g., automobile and airplane travel). This position may require some travel, up to approximately 5% travel. Additionally, while performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate.

Equal Opportunity Employer

The Buffalo Grove Lincolnshire Chamber of Commerce, inconformity with applicable laws, is an Equal Opportunity Employer and does not discriminate based on race, color, sex, sexual orientation, gender identification, age, religion, national origin, or disability.

Executive AssistantNovember 3, 2016Confidential