Current Opportunities

Coordinator of Chamber Activities Job Description

 

Reports to: Executive Director of The Greater Englewood Chamber of Commerce

 

Hours: Generally working Monday through Friday 8:30 a.m.-5:30 p.m. with one-hour lunch break, some nights and weekends for meetings and events. Flexible schedule available to accommodate responsibilities. Some staffing hours will be required at the Greater Englewood Chamber of Commerce office. 

The Chamber Coordinator shall collaborate with the Greater Englewood Chamber of Commerce (GECC) and other employees to schedule coverage to ensure that between the positions the GECC is staffed a total of forty (40) hours per week between 8:30 a.m. to 5:30 p.m. Monday through Friday. If said personnel cannot agree to a schedule, a schedule shall be designated by the executive director of the Greater Englewood Chamber Foundation and Greater Englewood Chamber of Commerce Board of Directors. If the Chamber Coordinator is to be out of-the office during his/ her designated time, he/she shall notify the others and see to it that the executive director, intern or volunteer is available to cover his/her previously designated time slot. 

Position Summary 

Professional and administrative position responsible for the management and oversight of the day-to-day operations of the Greater Englewood Chamber of Commerce. This position assists with the planning, development, management and oversight of the daily operations of Chamber functions, programs and events, pursuant to the direction of the Board of Directors. The Chamber Coordinator is expected to use discretion and take initiative in dealing with a wide range of problems without direction or supervision, exercising a great deal of autonomy. 

Work Content 

The work includes inside office work, as well as work out in the community. The inside work is primarily administrative, office work. Equipment used in this position includes the use of a computer and other standard office equipment. Work requires travel to community events, partners and businesses. 

Job Content 

The following major duties and related tasks have been identified as being essential to the proper and effective performance of the job. The Chamber Coordinator should expect to perform all of the following duties. While the following major duties have been identified, other duties may be assigned from time to time as determined by the Chamber of Commerce Board of Director. 

Essential Tasks: Develop and coordinate Chamber programs and business support efforts. 

  1. Develop and maintain strong relationships with the business community, communicating chamber programs, initiatives and the value of membership. 

  2. Actively pursue new members, developing membership recruitment initiatives.  

  3. Focus on membership retention through business visits, regular communication and business support programs.  

  4. Lead ongoing efforts to increase membership, developing strategies for sales and marketing of Chamber membership, advertising, and networking opportunities. 

  5. Coordinate, oversee and implement various Chamber programs and services along with business advertising opportunities.  

  6. Coordinate, oversee and assist implementation of various Chamber events and activities while also assisting with the evaluation of volunteer and sponsorship needs and review event success.

  7. Assist the City and County with relationship development with Chamber members and Chamber events. 

Essential Tasks: Oversee the day-to-day operations of the Chamber 

  1. Work with the Treasurer to perform various finance and accounting functions including review and approval of bills, manage accounts receivables, monitor and manage revenues and expenses versus budget. 

  2. Reports of Weekly Activities presented to executive director of the GECC and President of the Chamber of Commerce. 

  3. Prepare periodic communications to the Board of Directors on the progress and activities of various functions, finances and other pertinent matters. 

  4. With the Chamber Board, periodically evaluate and assess effectiveness of Chamber programs and events; recommend changes, process efficiencies and new programs/events as needed. 

  5. Provide guidance and leadership support to the Board of Directors and various Chamber committees, bringing forward ideas to further support the business community and enhance the Chamber operations.  

  6. Plan and prepare for monthly Board of Directors meeting, providing a monthly report on general Chamber activities and accomplishments as well as provide input on agenda, minutes and financials as needed. 

  7.  Oversee the tracking of committee meetings and their progress. 

Essential Tasks: Provide regular and consistent communication to Chamber members and the business community on Chamber programs, events and news. 

  1. Assist the Chamber Website Committee as needed, to ensure the website provides regular updates on Chamber events, programs and activities. 

  2. Utilize social media and email communications to promote Chamber activities and awareness of the Chamber. 

  3. Chamber related landline messages and emails returned in a timely manner during the workweek. The Chamber Board encourages a response time within 24 hours. 

  4. Develop and distribute informational materials on Chamber programs, services, events and activities. 

  5. Maintain the new resident information program, ensuring information is up to date and regularly providing local business with the opportunity to participate. 

  6. Notify vested parties of upcoming special meetings, as outlined in the bylaws. 

Bylaw Mandated Activities 

The Chamber Coordinator is responsible for understanding and fulfilling the role of “Coordinator of Chamber Activities” as outlined in the Greater Englewood Chamber of Chamber of Commerce bylaws. These core responsibilities are listed below. 

Please reference the full bylaws for more details and to see the Coordinator’s responsibilities in special circumstances, for example in election of a new member of the Board of Directors. Section 8: The Coordinator of Chamber Activities. The Coordinator of Chamber Activities is assigned by the Greater Englewood Chamber of Commerce, of whom he/she is an employee. 

  1. (a) The Coordinator of Chamber Activities shall serve as advisor to the Executive Director of the GECC & President of the Board, and shall assemble information and data and cause to be prepared special reports as required by the program of the Chamber. 

  2. (b) The Coordinator of Chamber Activities shall be a nonvoting member of the Board of Directors and all committees. 

  3. (c) The Coordinator of Chamber Activities shall be responsible for the business plan in accordance with the policies and direction of the Board of Directors. 

  4. (d) The Coordinator of Chamber Activities shall also be responsible for all expenditures with approved budget allocation. Section 1: Authority. The government of the Chamber of Commerce, direction of its work, the control of its finances and property and the control and direction of the Chamber Coordinator shall be vested in a Board of Directors (a) The President shall work in coordination with Coordinator of Chamber Activities and the Treasurer to prepare an operating budget, covering all activities of the Chamber. He/she shall submit it to the Board of Directors for approval. Two months prior to the beginning of each year, the Chamber Coordinator shall prepare a budget that shall be reviewed by the Executive Director and the board of directors. Upon approval of the budget, the Chamber Coordinator is authorized to make disbursements on account of expenses provided for in the budget with approval by the Executive Director. These policies shall be reviewed annually by the Chamber Coordinator and the board of directors. Suggestions for change should be approved by the full board of directors. 

Experience and Work Requirements 

This position requires an individual to read, write, hear, and speak the English language sufficiently to effectively meet performance expectations. The position requires an individual to walk, sit, stand, operate the equipment required for the position and perform the essential functions listed in this job description. The individual in this position must possess the minimum skills, knowledge and abilities required for the position. 

Graduation from high school, supplemented by courses in business, public administration, nonprofit management, event planning and/or similar job experience is required, three to five years of experience in office management, marketing, event planning and coordination, nonprofit management and/or general office work or any equivalent combination of training and experience that provides the following minimum knowledge, skills and abilities: 

• Experience in sales, marketing, business development and event planning. 

• Significant experience in developing strategic plans related to business development and/or membership expansion. 

• Possess strong typing/word processing skills as well as experience with computer applications e.g., Word, Windows, WordPerfect, Excel. 

• Knowledge of modern office equipment including, but not limited to computer copiers, and related office equipment. 

• Possess good verbal and written communication skills. 

• Possess skills with social media including but not limited to Facebook, LinkedIn and Constant Contact Flexibility 

This position will evolve as the Chamber continues to grow. Flexibility to expand and modify job responsibilities will be key to long term success in this role. 

 

Greater Englewood Chamber of Commerce Administrative Assistant Job Description

Reports to: Executive Director of The Greater Englewood Chamber of Commerce 

 

Hours: Part-time hours falling within Monday through Friday between 8:30 a.m.-5:30 p.m. and will be required at the Greater Englewood Chamber of Commerce Office. 

Position Summary 

 

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports the Chamber Coordinator through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. 

Work Content 

 

The inside is primarily administrative, office work. Equipment used in this position includes the use of a computer and other standard office

equipment. 

 

Job Content 

The following major duties and related tasks have been identified as being essential to the proper and effective performance of the job. The Administrative Assistant should expect to perform all of the following duties. While the following major duties have been identified, other duties may be assigned from time to time as determined by the Chamber of Commerce Board of Directors. 

Responsibilities: 

• Answer and direct phone calls, order office supplies, maintain contact lists 

• Organize and schedule meetings and appointments 

• Produce and distribute correspondence memos, letters, faxes and forms 

• Assist in the preparation of regularly scheduled reports 

• Develop and maintain a filing system 

• Cover the reception desk, provide general support to visitors, provide information by answering questions and requests 

• Generate reports and handle multiple projects. 

• Prepare monthly meeting agenda, minutes and financials for the GECC. 

• Prepare, monitor and follow up on invoices for GECC. 

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques 

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies 

• Contribute to team effort by accomplishing related results as needed 

• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

 • Maintain computer and manual filing systems 

• Handle sensitive information in a confidential manner 

• Coordinate office procedures 

• Reply to email, telephone or face to face enquiries 

• Develop and update administrative systems to make them more efficient 

• Resolve administrative problems 

• Receive, sort and distribute the mail 

• Answer telephone calls and pass them on 

• Manage staff appointments as needed 

• Coordinate repairs to office equipment 

• Greet and assist visitors to the office 

• Photocopy and print out documents on behalf of other colleagues requirements 

• Proven admin or assistant experience 

• Knowledge of office management systems and procedures 

• Excellent time management skills and ability to multi-task and prioritize work 

• Attention to detail and problem-solving skills 

• Excellent written and verbal communication skills 

• Strong organizational and planning skills 

 

Experience and Skills Proficiencies: 

This position requires an individual to read, write, hear, and speak the English language sufficiently to effectively meet performance expectations. The position requires an individual to walk, sit, stand, operate the equipment required for the position and perform the essential functions listed in this job description. The individual in this position must possess the minimum skills, knowledge and abilities required for the position. 

 

Graduation from high school or any equivalent combination of training and experience that provides the following minimum knowledge, skills and abilities: 

• Possess strong typing/word processing/reporting skills as well as experience with computer applications e.g., Word, Windows, WordPerfect, Excel. 

• Knowledge of modern office equipment including, but not limited to computer copiers, and related office equipment. 

• Possess good verbal and written communication skills for typing and interpersonal relationships. 

• Possess skills with social media including but not limited to Facebook, Instagram, LinkedIn and Mailchimp. 

• Strong administrative writing skills, office procedures, attention to detail and ability to multitask. 

• Ability to provide analysis of data and other reports for assistance and feedback as requested by the Chamber Coordinator and Board of Directors. 

• Personal qualities of professionalism, teamwork and patience will be key. Flexibility This position will evolve as the Chamber continues to grow. Flexibility to expand and modify job responsibilities will be key to long term success in this role.

 

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Are you are interested in learning more about the GE Chamber of Commerce? Please drop us a line by submitting your questions or comments via our Connect With Us page.

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