Administrative Assistant/Member Engagement Specialist

Posted 1 month ago

Reports to: CEO/President

Summary: The Administrative Assistant/Member Engagement Specialist of the Ada Chamber of Commerce supports the President/CEO in the day-to-day management and development of the organization (AACOC). The Administrative Assistant/Member Engagement Specialist is responsible for daily operations and efficiencies which streamline workflow and achieve organizational goals.

Job duties and responsibilities include but are not limited to:

Office Operations:

  • Oversees organizational office operations
  • Perform clerical responsibilites efficiently
  • Represent the Chamber professional with great customer service
  • Monitors and updates office policies as necessary with direction of CEO
  • Administers workflow with the Chamber operations, to include daily administrative regimens
  • Process mail and email communications distributing to proper recipient
  • Welcome and assist members and visitors and field incoming calls
  • Maintain inventory/supply of community and tourist information, brochures and maps
  • Maintain office records
  • Acts as secretary to the board of directors, recording minutes, preparing and distributing monthly financial and information packets to board members
  • Adheres to compliance with federal, state, and local legal requirements by studying requirements; enforcing adherence to requirements; filing reports; advising CEO on needed actions
  • Complies reports as requested by the CEO

Chamber Events & Committees:

  • Assist CEO with AACOC event management and event planning as directed
  • Attend and represent AACOC at events, committees, forums, and meetings of significance to establish an active Chamber presence in the Ada Area community as directed by CEO
  • Participate in select event committees as directed by the CEO
  • Takes minutes for committees and produces meeting minutes
  • Sends out meeting notices to assigned committees. Gets committee report from chairperson
  • Coordinates the location, times, menu and notices for monthly meetings with the direction of the CEO
  • Assist CEO as needed with planning & implementation of all in-house or off-site activities, events, and meetings


  • Coordinates and schedules Ribbon Cutting events for new businesses or organizations at the approval of the CEO
  • Work with CEO on business development and growth of the membership and sponsor base
  • Maintains and updates membership database
  • Schedule, organize, and lead billing review meetings to discuss members upcoming renewals
  • Oversees membership applications, dues, and invoices
  • Manages organization’s sponsorship database and helps ensure all commitments are met and achieved
  • Aid in identifying at-risk members and refer to CEO
  • Connect members with other members to enable solid business connections
  • Be responsible of telling our story – engaging members in programs/events where applicable to their prospective business needs
  • Recruit and maintain a strong working relationship with volunteers, local businesses, and vendors


  • Maintains chamber website including timely and accurate update of content
  • Accurately design and send email news to the membership highlighting upcoming Chamber programs, events, and activites
  • Prepare annual renewal packet information
  • Clip relevant news articles from newspapers and organize in notebooks
  • Conduct monthly membership review to remove all business who are no longer chamber members from website
  • Work registration at various Chamber department events as directed by CEO
  • Promote the Chamber’s activities throughout all social media platforms on a daily basis
  • Seek new and emerging platforms that further promote the Chamber
  • Work on building our Twitter, Facebook, Instagram, etc. followers
  • Enhance and customize profiles and pages on new and existing social media


  • All other duties assigned by CEO/President

Required Knowledge, Skills and Abilities:
The individual must posses talent and experience in the following areas:

  • Ability to communicate effectively in writing, verbally, both on the telephone and in person
  • Ability to generate and follow up on leads, schedule appointments
  • A person that is detail oriented
  • Ability to work independently, determine priorities, make appropriate decisions, and meet deadlines
  • Knowledge and overview of all chamber member benefits, events, and activities
  • Excellent organizational and problem-solving skills
  • Flexibility and ability to work under changing priorities and workloads while managing multiple projects
  • Ability to handle confidential information in a trustworthy manner
  • Ability to deliver exceptional customer service to members, not-yet members, outside organizations and agencies and the general public
  • Team player that will assist when needed outside the normal scope of responsibilities
  • A mature business professional that is comfortable meeting with business-people of all types to present the chamber and actively involve them in the organization
  • A person that brings listening skills, overall fairness and basic business sense to the organization
  • A person that is creative, innovative, and visonary, that is comfortable with change and raising the performance bar of the chamber every day

Salary and Benefits:
The salary offered to a prospective employee will be $31k per year plus benefits.

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