Executive Assistant: Position Profile

Jasper Park Chamber of Commerce – Executive Assistant – Position Profile

The Executive Assistant must ensure the efficient day to day operation of the office and support the work of the Executive Director, Jasper Park Chamber of Commerce Executive and Board of Directors. The position requires welcoming and collaborative relationships with all who interact with the Executive Assistant. Demonstrating keen knowledge of the mission, vision, and purpose of the Chamber with effective communication and ability to either answer inquiries or find the necessary answers in a timely and efficient manner.

Primary Duties and Responsibilities:

The Executive Assistant performs a wide range of duties including, or all the following:

Reception: In all instances the position requires clear communication (correct spelling, reason for call, when a response can be expected if required)

• Answer general phone inquiries using a professional and courteous manner, directing inquiries to the Executive Director as necessary
• Rapid response to requests, inquiries, comments, and concerns from the membership, executive/board, public and partners is of the utmost importance
• Reply to general information requests in a timely, professional, and courteous manner
• Greet members, suppliers, visitors to the organization in a friendly and professional manner
• Maintain a clean and well-organized workspace

Office Administration and collaboration with the Accounting Clerk: In all instances, the position requires attention to details, timely and efficient communication with the Executive Director including clear communication when sending emails to members and including such with copies to Accounting/Committees as necessary)

• Use computer, word processing, spreadsheet, and database software to prepare reports, meeting records and financial documents as required.

• Process in coming and out going mail from post or courier
• Forward incoming emails as necessary to the Executive Director
• Forward all social media messaging to the contractor with correct dates, times, names, and venues clearly stated. This MUST be done 2 weeks prior to general meetings, 2 weeks prior to NETMA events, and at least six weeks prior to major events such as the holiday party, Women Mean Business, and other events as scheduled for Robson House
• Order, purchase, receive and store office supplies ensuring basic supplies are constantly in inventory, including ongoing maintenance or repairs to office equipment with contractors
• Update and ensure the accuracy of the Chamber databases including website and maintain constant communication with social media contractor for all social media platforms (Facebook) including JPCC, Jasper the Bear and Robson House Historical Society
• Provide administrative support to the Executive Director as required to plan, produce, and execute events and fundraising activities as scheduled by the Executive and Board of Directors

Qualifications:

Education/Experience:

• High School diploma – preference will be given to post secondary education completed

Knowledge, Skills, and Abilities:

Proficiency in the use of computer programs for:

• Word processing
• Databases
• Spreadsheets
• E-mail
• Internet
• Social media platform and management

Proficiency in the use office equipment:

• Computer
• Voice messaging and conference systems
• Photocopier
• Point of Sale Terminal

Personal Characteristics:

• Behave ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization
• Foster Teamwork: Work cooperatively and effectively with others to set goals and resolve problems that enhance the Chamber’s effectiveness
• Demonstrate organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities
• Other duties as may be required from time to time.

Working Conditions:

• Hours of work are Monday to Friday from 8:30 am to 4:30 pm. 2 fifteen-minute breaks and a 1-hour lunch are generally to be set with the Executive Director but can be flexible based on operational requirements
• Statutory Holidays are recognized
• Wages are paid monthly – generally the last Friday of each month