Overview
We are seeking a dynamic, highly organized & optimistic human to act as our Greater Flagstaff Chamber Front Office Coordinator & Assistant to the President and CEO's office. You will serve as the welcoming face and administrative hub of our organization. This vital role involves managing front desk operations, providing exceptional customer service, and supporting office management functions to ensure smooth daily operations. The ideal candidate will be proactive, and possess strong computer literacy; able to prepare reports, correspondence, meeting minutes, and various communiques in a timely manner; comfortable learning Chamber industry software use; conserves Executives time by reading, researching, drafting letters and documents, and initiating telecommunicatiions.
If you are looking to make an impact upon the greater Flagstaff community and thoroughly enjoy a career, this position is for you! The Greater Flagstaff Chamber of Commerce, a dynamic non profit, has an immediate opening for the above position. As the largest rural Chamber of Commerce in the state, we serve almost 1000 member businesses, organizations, and non-profits. Our mission is to help local businesses & nonprofits be successful and grow through roundtables, social media strategies, visibility and exposure of our business' brand. Our motto is: a strong business climate and vibrant economy are inseparable.
This role reports directly to the President & CEO; is full-time 40 hours weekly with paid holidays and vacation time off. We are currently hiring for a highly skilled and passionate assistant split between the critical project coordinator for the Chamber President and CEO as well as the office as a whole. This role serves as the vital first point of contact for visitors and incoming callers, requiring someone who truly loves engaging with our community and diverse groups of people.
Below are the core competencies and functions of this vital role including the expectations of previous skills and experience for this position.
Duties
- Maintains executive's daily calendar by planning and scheduling meetings, conferences, zoom sessions, teleconferences and travel. Communicates the calendar daily to the President and ensures all commitments are met.
- Responsible for supporting a positive and professional first impression in this workplace environment. Welcomes visitors and members professionally greeting them in person, on the phone, or via electronic media or directing inquiries through the front office and the Office of the President.
- Manage multi-line phone systems efficiently, directing calls accurately and professionally using proper phone etiquette
- Handle incoming and outgoing correspondence, including emails, mail, and packages with attention to detail
- Maintain organized filing systems, capable of operating office equipmentperform data entry tasks in Chamber software, and ensure all records are up-to-date and easily accessible
- Support calendar management and appointment scheduling for President and CEO
- Personally support chamber community events through set up and take down as well as tracking attendance for some.
- Assist with bookkeeping tasks by processing checks through bank check machine to support billing and expense tracking
- Provide general office management support such as ordering supplies, managing office equipment, and coordinating maintenance requests
- Participate with the Chamber team organizing events with a focus on meeting our goals together.
- Support additional clerical duties such as proofreading documents, data entry, filing, and supporting the overall team when individually needed.
Qualifications
- Proven experience in office management and/or administrative roles with strong digital skills, background in marketing and/or community building.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools (Gmail, Calendar, Docs) and various social media platforms.
- Familiarity with multi-line phone systems and excellent phone etiquette skills
- Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment
- Excellent computer proficiency with attention to detail for proofreading and data entry tasks
- Prior experience as a front desk receptionist is advantageous as is prior experience working for a local nonprofit
- Demonstrated customer service skills with a friendly demeanor and professional attitude
- Ability to manage time effectively while handling multiple responsibilities simultaneously
Join us as a Front Office & President and CEO Office coordinator.
Greater Flagstaff Chamber of Commerce Location: Flagstaff, AZ
Status: Full-Time (40 hours/week)
Reports To: President & CEO
Benefits: Eligible for vacation and sick time.
Past experiences:
- Thrives in a fast-paced office environment that provides workload variety on a daily basis. Supports daily office operations, handles membership transactions, and maintains visitor records while keeping a welcoming front desk environment.
- Previous successful experience as a personal assistant, executive assistant, or similar administrative function. Minimum of 2 years of related experience.
- Key skills must include: calendar scheduling, executive notes, office systems, meeting management, along with travel, lodging, and event planning.
- Superior Communication & Positive Customer Service Experience: We are a people business! It is so exciting! You must genuinely love being around people and centering your work on community connections. This position requires an individual who excels at engaging with local state and national leaders and elected officials.
- A successful candidate has exceptional written, digital, and verbal communication skills, with the ability to remain polite, highly professional, and welcoming during all interactions. This includes ensuring clear communication streams between stakeholders and the President of the Chamber, handling spontaneous public communication with ease, drafting correspondence, and greeting visitors enthusiastically with helpful community information. A minimum of 1 year customer service or related experience is required.
- Executive and Program functions include supporting the Governing Board and assigned committees for the Office of the President. Which is Education and Talent Development Division (including programs like SkillzUP and Manufacturing Month), Full Board, Executive Committee, and Northern Arizona Manufacturing Partners (NAMP). Responsibilities include scheduling weekly radio appearances with members, coordinating key Chamber events (such as parades, mixers, and fundraisers), drafting reports and detailed meeting minutes, and serving as the staff liaison for Flagstaff Young Professionals (FYP) to handle their event coordination, communication, membership tracking, and dues collection.
- Confidentiality and professionalism: are able to maintain confidence with sensitive information and performs professionally during all interactions.
- Experience in writing and creating content to assist with stakeholder communication and program materials.
- Technology skills should include: office suite (word, excel, PowerPoint), Google Workspace, PDF and contributing to virtual platforms.
- Able to multitask when situations arise on a daily basis and accept last minute changes to schedules and priorities.
- Will provide admin support to other Chamber personnel and tackle other duties as assigned.Salary: $44,000-$47,000 DOE; must have own transportation and cell phone.
How to Apply
Please submit your resume and cover letter to [email protected].
Pay: $44,000.00 - $47,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
