Job Title: Administrative Assistant
Location: Chamber of Commerce Offices – Brunswick, Georgia
Reports To: Chief Executive Officer & Chief Operating Officer
About Us: The Brunswick-Golden Isles Chamber of Commerce is dedicated to supporting local businesses and fostering a thriving economic environment. We host a variety of events throughout the year, including networking mixers, educational workshops, fundraisers, and community celebrations. Our mission is to connect, promote, and advocate for our members and the business community.
Position Overview: The Administrative Assistant is responsible for providing vital support to the Chamber offices, ensuring smooth and efficient operations. This role involves a variety of administrative tasks that help the team stay organized and focused on their core responsibilities. The Administrative Assistant will manage phone calls, greet visitors, schedule and coordinate boardroom meetings, maintain office calendars, and assist executives and employees.
Employment Type & Benefits:
- Full-time, salaried position with benefits
- Standard work hours: Monday-Friday, 8:30 AM - 5:00 PM
- Occasional early mornings, evenings, and weekends required
- Benefits include health, dental, vision, and life insurance, short-term/long-term disability, matching 401k, paid time off, and 12 paid holidays
Key Responsibilities:
- Open and close office daily.
- Answer and direct phone calls for the Chamber of Commerce, Star of Coastal Georgia, and Golden Isles Convention & Visitors Bureau.
- Greet and assist office visitors, providing a welcoming and helpful presence, both in person and over the phone.
- Open, sort, and distribute incoming mail, emails, and inquiries.
- Handle regular and bulk mailings.
- File and retrieve documents, records, and reports as requested.
- General clerical duties include but not limited to: maintenance of electronic filing system, handling requests for information and data, scheduling and coordinating of meetings, making appointments and travel arrangements as requested.
- Prepare reports, letters, emails, and other documents using Microsoft Office, Canva, and Chamber Master.
- Process credit cards and checks.
- Assist with registration and invoicing for Chamber events as requested.
- Maintain and update Chamber Master and Outlook databases.
- Prepare and send all renewal letters, renewal stickers, new member packets, and thank you notes.
- Maintain and continually update various important community lists.
- Prepare agendas, minutes, and presentations for Executive Committee, Board of Directors, and Chamber Foundation meetings. Attendance, setup, and recording of minutes for board meetings is also required.
- Responsible for preparation, coordination, and execution of Annual Board Retreat.
- Setup and breakdown of internal meetings.
- Prepare coffee and other beverages for meetings.
- Organize, order, and coordinate catering for meetings and office.
- Keep the office breakroom stocked, including the refrigerator.
- Responsible for the ordering and organization of office supplies, food & beverage for breakroom, paper goods, cleaning supplies, etc.
- Ensure office equipment is properly maintained and serviced.
- Assist Star of Coastal Georgia and Golden Isles Convention & Visitors Bureau for various tasks as requested.
- Provide support for various projects, events, and tasks as assigned by the management team.
- Special projects or other duties as assigned.
Qualifications:
- High school diploma or equivalent; Associate or Bachelor’s degree in business administration or a related field is preferred.
- Proven experience as an administrative assistant or in a similar role.
- Excellent organizational and time management skills.
- Strong communication and interpersonal abilities.
- Ability to be flexible, adaptable, a team player, reliable, dependable, and loyal.
- Ability to multi-task in a fast-paced environment.
- Knowledge of operation of standard office equipment.
- Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Experience with Canva, Adobe, and Chamber Master are an added plus.
- Must be experienced with setting appointments and maintaining calendars within Outlook.
- Ability to manage multiple tasks and prioritize effectively.
- Detail-oriented with a high level of accuracy.
- Professional demeanor and a customer-focused attitude.
- Flexibility to work early mornings, evenings, weekends as required.
- Ability to lift office products & supplies up to 30lbs.
Preferred Qualifications:
- Experience working in a Chamber of Commerce or similar organization.
- Familiarity with office management systems and procedures.
Working Conditions:
- Full-time position with occasional evening and weekend hours required for events and meetings.
- Office environment with some local travel for meetings and events.
Job Type: Full-time
Pay: $30,000.00 - $32,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Preferred)
Experience:
- high level office administration: 2 years (Required)
Work Location: In person
