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Duties and Responsibilities:
Administrative:
Respond to telephone, mail and email inquiries
Receive clients and visitors, answer inquiries and supply information as required
Strong Social Media , advertising and marketing skills are an asset
Review incoming mail; respond, process or redirect as appropriate
Draft letters and correspondence
Maintain office supplies and program-related inventories
Maintain databases for a variety of programs administered by the Chamber
Maintain a system of filing relevant to the efficient planning, control and operation of the Chamber
Maintain contact lists
Organize or assist as required with workshops, conferences and other events.
Process invoices, payments, input payroll information
Meetings:
Coordinate and organize meetings
Distribute agendas, minutes, etc. for meetings
Attend meetings, record notes and draft minutes
Visitor Information Centre:
Working with local organizations and the City to make sure all the tourist information and pamphlets are ordered and up to date.
Ensure a pleasant attitude and excellent customer service as visitors stop in.
Membership:
Provide information and assistance to Chamber members as required
Maintain membership database and member directory, prepare and distribute membership packages, coordinate invoicing, accept and process payment for event attendance and annual fees
In conjunction with the Executive Director, create and distribute Annual Report.
Other duties as assigned
Interpersonal Relationships: Must be able to:
Work well with the Chamber membership, business community and various levels of government
Work well with all Chamber Executives
Work well with all the Community Chambers
Present themselves in a neat and businesslike manner
Coordinate and communicate well with other staff members.
Essential Skills
- Reading text
- Document use
- Numeracy
- Writing
- Oral communication
- Working with others
- Problem solving
- Decision making
- Critical thinking
- Job task planning and organizing
- Finding information
- Computer use
- Continuous learning
- Significant use of memory
Transportation/Travel Information
- Own transportation
- Valid driver's licence
Specific Skills
- Establish work priorities
- Ensure deadlines are met
- Assist in the preparation of operating budget
- Carry out administrative activities of establishment
- Administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation
- Co-ordinate and plan for maintenance and security services
- Prepare periodic and special reports, manuals and correspondence
- Review, evaluate and implement new administrative procedures
- Oversee and co-ordinate office administrative procedures
Work Setting
- Not-for-profit organization
Work Conditions and Physical Capabilities
- Fast-paced environment
Business Equipment and Computer Applications
- Windows
- Word processing software
- Spreadsheet software
- Database software
- General office equipment
- Accounting software
- Internet browser
- Electronic mail
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