Administrative Assistant

Reports To: Executive Director
Hours: 20–25 hours per week (flexible schedule)
Status: Part-Time

Pay: $15-$18 (depending on experience)

Position Summary

The Administrative Assistant supports the daily operations, communication efforts, and member services of the El Dorado Chamber of Commerce. This role works closely under the direction of the Executive Director to ensure the Chamber delivers high-quality service to members, maintains a welcoming office environment, and executes professional marketing and communication materials.

The ideal candidate is organized, friendly, tech-savvy, creative, and committed to strengthening the El Dorado business community. Strong customer service and communication skills are essential.

Key Responsibilities Summary

·         Administrative Support

·         Member Services

·         Event Support

·         Marketing & Communications

·         Office & Facility Appearance

·         Other Duties

Key Responsibilities Breakdown

1. Administrative Support

• Greet and assist all visitors, members, and community partners in a friendly, professional manner.
• Answer multi-line phones, provide general information, and direct inquiries appropriately.
• Maintain office organization, supplies, and basic equipment needs.
• Manage filing systems, both paper and digital, ensuring accurate and timely documentation.
• Assist with scheduling, maintaining the Chamber conference room calendar in Outlook.
• Prepare meeting agendas (content provided by ED), take meeting minutes, and distribute follow-ups.
• Handle mail, deliveries, and general office tasks as assigned.
• Assist with membership invoicing, data entry, and updates in the Chamber’s membership management software.

2. Member Services

·         Welcome and engage with current and prospective members.

·         Support membership recruitment and retention efforts through outreach, follow-ups, and communications.

·         Keep member records updated, including contacts, representatives, sponsorship info, and event participation.

·         Assist with preparing and distributing member packets, welcome materials, and renewal communications.

3. Event Support

·         Assist the Executive Director in planning, organizing, and executing Chamber events.

·         Handle event registration lists, attendee communications, and setup needs.

·         Create event materials such as programs, name badges, signage, and promotional graphics.

·         Provide on-site support at Chamber events when scheduled.

4. Marketing & Communications

·         Create graphics, flyers, and promotional materials using Canva or similar tools.

·         Maintain and update Chamber social media channels with engaging, consistent content.

·         Assist with website content updates (no coding required).

·         Draft and send the weekly and monthly email newsletters.

·         Take photos at events when needed.

·         Help ensure brand consistency across all communications and materials.

5. Office & Facility Appearance

·         Maintain an inviting, professional office environment.

·         Light cleaning and tidying of shared spaces as needed.

·         Ensure brochures and visitor materials are stocked and organized.

6. Other Duties

·         Lift and move boxes of promotional materials (up to 25 lbs).

·         Support special projects assigned by the Executive Director.

·         Maintain confidentiality, professionalism, and a high standard of service at all times.

Qualifications

·         Strong customer service and communication abilities (verbal & written).

·         Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).

·         Familiarity with social media platforms and basic content creation.

·         Experience with Canva or willingness to learn.

·         Ability to multitask, stay organized, and work independently.

·         Strong attention to detail and accuracy.

·         Professional appearance and dependable work ethic.

Dress Code & Professional Standards

·         Employees represent the El Dorado Chamber of Commerce and should maintain a businesslike appearance, good hygiene, and professional demeanor at all times. If clarification is needed on attire or expectations, the employee should consult the Executive Director.