EXECUTIVE BUSINESS ADMINISTRATOR

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Executive Business Administrator

JOB STATEMENT:

The Executive Business Administrator, together with the President, has full responsibility for the needs of the Chamber’s Board of Trustees including the Executive Committee. Also serves as liaison between the President and Chamber’s members, board members, committee and council members, sponsors, community leaders, government officials and other stakeholders. Responsible for working closely and collaboratively with the Executive Team, as directed by the President, to provide assistance and make sure that the scope and direction of projects are delineated and work plans are tracked and progressing on schedule.

ESSENTIAL FUNCTIONS /OBJECTIVES:

Responsible for executing duties assigned by the President in connection with the administration of the executive office and to meet the objectives of the above job statement
Interfaces with Executive Team and staff to coordinate advance communications & logistical planning for events, executive meetings, Board of Trustees meetings, Executive Committee meetings, including Like Nobody’s Business production
Working with the President and Executive Team creates and refines solutions and procedures for effective pre-event, event and post-event production to include timelines, checklists, and continuous improvement post-mortems
Coordinates and leads weekly meetings to review upcoming event details and status with participating department heads
Ensures scripts/talking points or any other relevant materials have been provided to the President in sufficient time prior to the event
Prepares staff meeting, board and committee agendas
Responsible for taking and transcribing minutes for Executive Committee, Board of Trustee, and other standing and ad hoc committees related to the Board and President’s office
Anticipation and preparation of materials needed for meetings, conferences, etc. which may include meeting notification, preparation of materials and set-up of meeting rooms
Maintenance of President’s calendar including coordination/scheduling of appointments and meetings
Composing correspondence and other documents
Budget preparation and expense control in connection with the executive office
Maintaining divisional files, records, correspondence, rosters, databases as they relate to the executive office
Handle incoming traffic, calls, mail, etc. into the executive office as well as travel and expense reporting
Order office supplies
Actively support and participate in Chamber events and functions as needed
Other duties as required/assigned

JOB SPECIFICATIONS:
Full-time position with the ability to work flexible hours, as needed for early morning and evening meetings and functions
Professional appearance and demeanor representing the Chamber and the President/CEO
Attends to detail, employing collaborative skills for Executive Team inclusion and results
Excellent grammar, verbal and written communication skills
Capable of maintaining sensitive/confidential information
Self-starter with ability to work in a fast-paced office environment
Excellent customer service skills
Strong demonstrated administrative assistant experience at the executive level
Ability to organize and manage several priorities simultaneously
Advanced level capabilities in Word (including mail merge) and Excel. Minimum keyboard skills at 50 wpm
Excellent time management skills. Proven history of project/event time-line completion.
Possesses solid analytical skills to be able to solve problems, analyze data and make good decisions

Resumes should be submitted to Jim Andres at jandres@vegaschamber.com