Executive Assistant, Member Services
GREATER OMAHA CHAMBER GREATER OMAHA CHAMBER Omaha, NE Omaha, NE Full-time Full-time From $52,000 a year From $52,000 a year 3 days ago 3 days ago 3 days ago Executive Assistant, Member Services PURPOSE OF POSITION:
Provide administrative assistance and exceptional customer service to support the customers, volunteers and team members associated with the membership and business development functions.
ESSENTIAL JOB DUTIES AND
Responsibilities:
1.
Perform a variety of administrative/office duties to support an efficient organization and the team.
2.
Plan and schedule meetings and appointments which would include coordinating dates, locations, room set up/clean up, refreshments, sign in tables, name tags and other arrangements.
3.
Accurately prepare correspondence, reports, expense reports and other materials.
4.
Maintains complete records and reports; including the oversight of the team's Standard Operating Procedures - documenting and updating these SOPs as needed.
5.
Professionally disseminate information using telephone, mail/delivery services, digital media, and email.
6.
Actively participate in continuous learning to keep skills sharp while operating things such as new office technologies and updates software packages.
1.
Monitor information and the general Info@, MemberServices@ and Speaker Request email inboxes, phone calls and web forms, acting promptly and effectively on those requests/questions.
2.
Process memberships when appropriate via call-in or on-line inquiries; or refer the inquiry quickly to others to ensure the lead is followed-up/closed.
Track the conversion of these leads.
3.
Manage the new member processes including:
a.
Monitor applications and payments that come in online.
b.
Create and email invoices when new application comes into Growth Zone.
c.
Send receipts and communication out to newly paid chamber members.
d.
Make new member active once paid, completing all areas of account in Growth Zone.
e.
Prepare and send all the new member letters with plaques, clings and stickers.
f.
Make sure that all membership sales are accurately tracked and each member record and their communication is completed with excellence and in a timely manner.
4.
Support the backend management of volunteer groups, as well as build successful relationships with volunteers including:
a.
Regular communication with volunteers answering their questions, encouraging their work or as other opportunities arise.
b.
Set up meetings, prepare and communicate those meetings/agendas/materials and monitor RSVPs.
c.
At meetings greet, monitor attendance, provide technology assistance, and follow-up as needed.
d.
Research leads, create prospect lists and track as needed for the President's Club.
e.
Pull current membership lists from the database and distribute as directed for volunteer contact/engagement calls to members.
5.
Coordinate the Ribbon Cutting process including:
a.
Manage the tools/information around the process to ensure it all is working and the information is up to date (survey tool, guideline documents, content for web page, etc.
).
b.
Contact each member who requests a ribbon cutting to determine if and how we might serve them (schedule scissor loans, book a ribbon cutting, etc.
).
Follow the process.
c.
Carefully manage the event scheduling and the scissor inventory to ensure each request is successfully executed.
d.
When a ribbon cutting is scheduled, manage the process including calendaring the internal team or any contract help and the Red Ribbon Crew (volunteer) attendance.
6.
Coordinate as needed information and materials to support general member acquisition and retention.
Includes work such as:
a.
Accurately maintain and update contact and account information for volunteers, members and key individuals within the Chamber's database (Growth Zone).
b.
Preparation and dissemination of sales packets (paper and digital) as needed to potential members, volunteers and internal team members.
c.
Update/submit any data, worksheets, bills, etc.
needed for budget or program of work.
d.
Schedule and support any special events or programming like Member Orientation, member education workshops or award programming, etc.
e.
Support the Happy New Year letter process, partnering with other individuals/teams to ensure the mailing is accurate and timely.
1.
Support the information gathering, correspondence, appointment setting, quarterly investor meetings, prospecting and customer service efforts of the team to serve major investors, secure sponsorships and in general represent the Chamber.
OTHER DUTIES AND
Responsibilities:
1.
Attend/work a variety of Chamber events and represent the organization as needed at other business and community programs/events, including ribbon-cuttings and other meetings.
2.
Provide timely and accurate response/information on a wide variety of issues and questions about the Chamber and the Greater Omaha region.
3.
Represent the Chamber with professionalism and integrity.
4.
Actively engage with and be well informed about all Chamber departments, outcomes and community initiatives.
5.
Actively participate in diversity, equity and inclusion training.
6.
Coordinate projects with other departments.
7.
Other duties as assigned.
SUPERVISORY
Responsibilities:
N/A.
FISCAL RESPONSIBILITY:
Responsible for operating within the budget, with all expenditures requiring approval of department leadership.
Qualifications:
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.
The requirements listed should be representative of the knowledge, skill and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education and related work experience Secondary education in business, or equivalent work experience with executive administration.
Certifications, Licenses, Designations Valid Driver's License Other Skills and Qualifications 1.
Consistently exhibit a positive attitude with excellent communication, relationship, technical and organizational skills.
2.
Exhibit superior attention to detail with a high degree of integrity.
3.
Ability to organize and prioritize tasks, follow through, and respond to requests for resources and information in a timely, accurate and professional manner.
4.
Demonstrated track record of exceptional customer service.
5.
Proven proficiency, or ability to learn, a variety of technology including zoom, CRM (Growth Zone database), Microsoft software (Word, Excel, PowerPoint, Office, etc.
) and audiovisual equipment.
6.
Provide effective, professional oral and written communication in a timely manner.
7.
Consistently demonstrate inclusive business practices by operating with quality services for all staff, all members, vendors and community partners.
8.
Ability to coordinate multiple projects with short deadlines and consistently practice next-step thinking and accountability when performing daily business operations and tasks.
9.
Exhibit a sense of humor and enjoy working with all types of people and businesses.
10.
Ability to drive and/or provide own transportation to various locations around the city on a regular basis, and on occasion be able to adjust work time to include early mornings and evenings as necessary.
Physical Demands 1.
Typical office environment 2.
Move boxes and materials from one location to another as needed for meetings/events 3.
Some standing, sitting and travel within the region as it relates to various meetings/events Apply here:
http:
//oneasurecta.
evolutionadvancedhr.
com/JobApplication.
aspx?jobpostingkey=a7684b95-92d2-422e-87a8-30625ab256ae Job Type:
Full-time Pay:
From $52,000.
00 per year
Benefits:
401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Tuition reimbursement Vision insurance Schedule:
8 hour shift Monday to Friday Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
Provide administrative assistance and exceptional customer service to support the customers, volunteers and team members associated with the membership and business development functions.
ESSENTIAL JOB DUTIES AND
Responsibilities:
1.
Perform a variety of administrative/office duties to support an efficient organization and the team.
2.
Plan and schedule meetings and appointments which would include coordinating dates, locations, room set up/clean up, refreshments, sign in tables, name tags and other arrangements.
3.
Accurately prepare correspondence, reports, expense reports and other materials.
4.
Maintains complete records and reports; including the oversight of the team's Standard Operating Procedures - documenting and updating these SOPs as needed.
5.
Professionally disseminate information using telephone, mail/delivery services, digital media, and email.
6.
Actively participate in continuous learning to keep skills sharp while operating things such as new office technologies and updates software packages.
1.
Monitor information and the general Info@, MemberServices@ and Speaker Request email inboxes, phone calls and web forms, acting promptly and effectively on those requests/questions.
2.
Process memberships when appropriate via call-in or on-line inquiries; or refer the inquiry quickly to others to ensure the lead is followed-up/closed.
Track the conversion of these leads.
3.
Manage the new member processes including:
a.
Monitor applications and payments that come in online.
b.
Create and email invoices when new application comes into Growth Zone.
c.
Send receipts and communication out to newly paid chamber members.
d.
Make new member active once paid, completing all areas of account in Growth Zone.
e.
Prepare and send all the new member letters with plaques, clings and stickers.
f.
Make sure that all membership sales are accurately tracked and each member record and their communication is completed with excellence and in a timely manner.
4.
Support the backend management of volunteer groups, as well as build successful relationships with volunteers including:
a.
Regular communication with volunteers answering their questions, encouraging their work or as other opportunities arise.
b.
Set up meetings, prepare and communicate those meetings/agendas/materials and monitor RSVPs.
c.
At meetings greet, monitor attendance, provide technology assistance, and follow-up as needed.
d.
Research leads, create prospect lists and track as needed for the President's Club.
e.
Pull current membership lists from the database and distribute as directed for volunteer contact/engagement calls to members.
5.
Coordinate the Ribbon Cutting process including:
a.
Manage the tools/information around the process to ensure it all is working and the information is up to date (survey tool, guideline documents, content for web page, etc.
).
b.
Contact each member who requests a ribbon cutting to determine if and how we might serve them (schedule scissor loans, book a ribbon cutting, etc.
).
Follow the process.
c.
Carefully manage the event scheduling and the scissor inventory to ensure each request is successfully executed.
d.
When a ribbon cutting is scheduled, manage the process including calendaring the internal team or any contract help and the Red Ribbon Crew (volunteer) attendance.
6.
Coordinate as needed information and materials to support general member acquisition and retention.
Includes work such as:
a.
Accurately maintain and update contact and account information for volunteers, members and key individuals within the Chamber's database (Growth Zone).
b.
Preparation and dissemination of sales packets (paper and digital) as needed to potential members, volunteers and internal team members.
c.
Update/submit any data, worksheets, bills, etc.
needed for budget or program of work.
d.
Schedule and support any special events or programming like Member Orientation, member education workshops or award programming, etc.
e.
Support the Happy New Year letter process, partnering with other individuals/teams to ensure the mailing is accurate and timely.
1.
Support the information gathering, correspondence, appointment setting, quarterly investor meetings, prospecting and customer service efforts of the team to serve major investors, secure sponsorships and in general represent the Chamber.
OTHER DUTIES AND
Responsibilities:
1.
Attend/work a variety of Chamber events and represent the organization as needed at other business and community programs/events, including ribbon-cuttings and other meetings.
2.
Provide timely and accurate response/information on a wide variety of issues and questions about the Chamber and the Greater Omaha region.
3.
Represent the Chamber with professionalism and integrity.
4.
Actively engage with and be well informed about all Chamber departments, outcomes and community initiatives.
5.
Actively participate in diversity, equity and inclusion training.
6.
Coordinate projects with other departments.
7.
Other duties as assigned.
SUPERVISORY
Responsibilities:
N/A.
FISCAL RESPONSIBILITY:
Responsible for operating within the budget, with all expenditures requiring approval of department leadership.
Qualifications:
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily.
The requirements listed should be representative of the knowledge, skill and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Education and related work experience Secondary education in business, or equivalent work experience with executive administration.
Certifications, Licenses, Designations Valid Driver's License Other Skills and Qualifications 1.
Consistently exhibit a positive attitude with excellent communication, relationship, technical and organizational skills.
2.
Exhibit superior attention to detail with a high degree of integrity.
3.
Ability to organize and prioritize tasks, follow through, and respond to requests for resources and information in a timely, accurate and professional manner.
4.
Demonstrated track record of exceptional customer service.
5.
Proven proficiency, or ability to learn, a variety of technology including zoom, CRM (Growth Zone database), Microsoft software (Word, Excel, PowerPoint, Office, etc.
) and audiovisual equipment.
6.
Provide effective, professional oral and written communication in a timely manner.
7.
Consistently demonstrate inclusive business practices by operating with quality services for all staff, all members, vendors and community partners.
8.
Ability to coordinate multiple projects with short deadlines and consistently practice next-step thinking and accountability when performing daily business operations and tasks.
9.
Exhibit a sense of humor and enjoy working with all types of people and businesses.
10.
Ability to drive and/or provide own transportation to various locations around the city on a regular basis, and on occasion be able to adjust work time to include early mornings and evenings as necessary.
Physical Demands 1.
Typical office environment 2.
Move boxes and materials from one location to another as needed for meetings/events 3.
Some standing, sitting and travel within the region as it relates to various meetings/events Apply here:
http:
//oneasurecta.
evolutionadvancedhr.
com/JobApplication.
aspx?jobpostingkey=a7684b95-92d2-422e-87a8-30625ab256ae Job Type:
Full-time Pay:
From $52,000.
00 per year
Benefits:
401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Health savings account Life insurance Paid time off Tuition reimbursement Vision insurance Schedule:
8 hour shift Monday to Friday Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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