Position Title: Administrative Assistant
Status: Part-Time
General Summary: Under the direction of the Operations & Membership Manager, responsible for serving as the first point of contact for members, partners, and visitors while supporting the Madison Chamber of Commerce daily office operations. Provides front-office coordination, administrative support, and assistance with membership engagement and chamber events as assigned by the Operations & Membership Manager. Serves as a representative of The Madison Chamber of Commerce; must be enthusiastic, well organized, service-oriented, and able to effectively communicate the value of chamber membership while supporting membership recruitment and retention. Guided by the chamber’s core values of Stewardship, Integrity, Professionalism, Collaboration and Excellence, this role requires strong written and verbal communication skills and proficiency in office operations software (i.e. email, Microsoft Word, Excel, etc.).
Duties and Responsibilities for Administrative Assistant
- Serve as the first impression of the Madison Chamber by warmly greeting and assisting visitors in person, by phone and via email, and responding to general inquiries regarding membership, sponsorships, programs and community resources.
- Support daily chamber office operations by maintaining organized, clean and functional shared spaces; managing office supplies; accepting payments and deliveries; and assisting with general office needs.
- Provide administrative support to chamber staff, including scheduling assistance, correspondence, document preparation, payment processing, weekly deposits as needed and support on special projects.
- Assist with membership onboarding and retention efforts by preparing welcome, new member and relocation packets; supporting renewals; updating member information; and proactively engaging with existing member businesses.
- Assist the Marketing Coordinator with assembling chamber newsletters, basic social media content creation and writing support for marketing and communications initiatives.
- Support chamber events and programs through preparation, set-up, on-site assistance, organization of event supplies and storage areas and delivery of materials to member businesses as needed.
- Represent the Madison Chamber professionally when interacting with members, partners, community leaders, staff and committees, and perform other duties as assigned to support the mission and goals of the organization.
Membership recruitment and retention is a primary part of all positions at the chamber. As a membership organization, it is essential that all staff be well versed and prepared to present membership information to all members and prospects.
Personal Characteristics – Ideally, the Administrative Assistant will have a unique combination of personal and professional qualifications. This includes, but not limited to:
- Demonstrated interest in the Madison community and surrounding areas.
- Comfortable with accountability, takes ownership of your work
- Friendly, reliable, self-motivated and detail-oriented.
- Professional demeanor when representing the chamber.
- Team-oriented with a willingness to support colleagues across departments.
- Enthusiastic about working for a nonprofit and supporting the local business community.
- Ability to lift up to 40 lbs. and assist with event set-up and breakdown as needed.
Qualifications and Experience:
- Associate degree in Business, Marketing, or related field preferred (or equivalent experience).
- Experience in an administrative, customer service, small business or nonprofit environment preferred.
- Experience in social media content creation.
- Strong organizational and time management skills with the ability to prioritize multiple tasks.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office (Outlook, Word, Excel); QuickBooks or membership database experience a plus.
- Comfortable learning new technology and software systems.