POSITION: Executive Assistant & Winter Haven Concierge
Hourly Position – 40-Hours Per Week
Job Location: 401 Ave B NW, Winter Haven, FL 33881; Chamber 1st Floor Lobby
REPORTS TO: VP of Finance & Events
This position is designed to provide diversified administrative/secretarial duties to the Chamber President/CEO, VP of Member Services, VP of Finance & Events, Marketing Coordinator and to a lesser extent the Chamber tenants Main Street Winter Haven and WHEDC. This position would also be the first point of contact, in many cases, to the general public, visitors and relocation requests.
Greets the public, visitors and Chamber members. Distributes information requests received via phone, walk-in, e-mail and website. Maintains statistical log of requests. Gathers and processes materials from information requests for mailing. Responsible for the inventory and maintenance of lobby materials.
Must be comfortable interacting with strangers and finding the answers to a large variety of questions/requests using Chamber resources and the internet. Must be willing to learn about our members and what services they provide. Must be willing to learn new things about our community every day.
Coordinates and schedules activities of Chamber lobby volunteers. Trains new volunteers and interns, if necessary.
Handles the RFP process for catering for on-site Chamber events as assigned.
Maintains and updates online Chamber and community information lists, Chamber and community events calendar and the monthly featured events on the website.
Processes and delivers outgoing mail to Post Office on a daily basis.
Records all checks and cash from mail and lobby daily and provides reports to VP of Finance for reconciliation. Daily QuickBooks activities including: accounts receivable, payable and deposits. Maintains and processes the online payments and PayPal account. Reconciles bank statements and processes monthly ACH payments. Handles monthly invoicing and letters for membership renewals. Must have a clean personal and business financial history.
Inputs changes to Membership database and processes new member applications at request of VP of Member Services and Marketing Coordinator.
Coordinates building rentals, maintains building contract requests and building key control. Sets up auditorium and boardroom for meetings and ensures building renters adhere to rental agreement.
Must be willing to work a limited number of early mornings, nights & weekends, as Chamber events require.
Maintains RSVP lists for Chamber events.
Assists the President/CEO and Vice Presidents as assigned.
SKILLS & EDUCATIONAL REQUIREMENTS:
High School diploma. Exceptional interpersonal skills and positive attitude are essential. Must be proficient with computer skills including but not limited to Word, Excel and the ability to find information online quickly. QuickBooks knowledge required. Must be detail oriented and organized. Must be proficient in written and oral communication skills. Helpful to have a strong knowledge of the Winter Haven and Polk County area.
To apply, please send your resume to firstname.lastname@example.org. Deadline to apply is February 2, 2018.