Administrative Assistant

Job Summary:
The position of Administrative Assistant is responsible for ensuring a smooth flow of work in the administrative sector by assisting the Office Manager, Director of Communications & PR/Business Services, Director of Sales, Director of Marketing and CEO/Executive Director in all capacities.  General office management, supply inventory, member communications, assistance with membership programs and collateral development, and CEO/Executive Director correspondence will be fulfilled with this position. 
Essential Job Functions:

  • Maintain office supply inventory while holding to budget annually
  • Answer incoming calls and take messages for staff and CEO in their absence
  • Maintain all office machinery, computers, phone systems in working order
  • Maintain membership database and keep all business distribution updated (retail, lodging and restaurant) bi-annually.
  • Handle all incoming and outgoing mail
  • Assist in compiling and distributing weekly e-newsletters and Member to Member communication
  • Assist with membership social media campaigns
  • Handle shipping requests for all departments.
  • Maintain distribution list in iDSS as directed by directors and staff and assist with e-mail campaigns and data import and data entry as necessary.
Additional Job Functions:
  • Assist with Membership events in whatever capacity necessary
  • Assist with compiling meeting agenda and packets, transcribing minutes and general preparation if the Office Manager is absent.
Essential Qualifications & Abilities:
  • Proficient with all Microsoft Office products including PowerPoint design and layout for presentations, Excel spreadsheets, Microsoft Word, Outlook distribution lists and GoToMeeting
  • Basic math skills
  • Composition skills, secretarial skills including typing, efficient minute taking, spelling and grammar
  • May be assigned to work evenings, weekends, holidays, and special events
  • Prioritizes job responsibilities without direct supervision
  • Takes initiative, works independently
  • Uses appropriate phone etiquette
  • Excellent customer service skills
  • Excellent organization skills
  • Excellent communication skills
  • High School degree or equivalent required
  • General office or secretarial experience, knowledge of computers and use of office equipment
  • CVB or Chamber experience is helpful
  • Strong customer service experience
  • Experience with database systems, communication software, social media platforms, and basic design software
Licenses/Permits Required:
  • Valid state of CA or state of NV drivers license
  • Valid ID, green card or resident card, if not a U.S. citizen