Executive Assistant to the President/CEO & Office Manager

Title: Executive Assistant to the President/CEO & Office Manager
Reports to: President/CEO Savannah Area Chamber of Commerce
Send Resumes to: Bert Brantley at BBrantley@SavannahChamber.com (no phone calls please)

Overview of Position:

This position is primarily responsible for providing administrative support to the Savannah Area Chamber of Commerce President; serves as liaison with voluntary leadership and acts as Recording Secretary to the Board of Directors; and oversees the Building Operations Manager.

Duties/Responsibilities:

Must have the ability to discreetly handle sensitive financial information, confidential details such as calendar appointments and correspondence, and serve as a trusted team member by the Chamber’s professional and volunteer leadership.
Supports Savannah Area Chamber President/CEO through handling of correspondence, telephone calls, emails, business appointments, travel requirements and schedule management.
Assists VP Government Affairs and VP Community Affairs & Inhouse Counsel with administrative needs.
Serves as recording secretary to Savannah Area Chamber Executive Committee and Board of Directors.
Prepares/manages an annual meeting schedule and meeting attendance for Savannah Area Chamber Executive
Committee and Board of Directors meetings. Distributes schedules to Board members via email.
Prepares and posts public meeting notices of Executive Committee and Board of Directors meetings each month. In collaboration with the Chamber President, prepares meeting agendas for the Executive Committee Meetings and for the Board of Directors Meetings.
Coordinates meeting details, including meeting room setup, audio visual requirements, food ordering/purchasing, etc.; follow-up with breakdown of food service.
Responsible for maintaining attendance records for the Savannah Area Chamber Board of Directors.
Prepares agenda and meeting packet for the Nominating Committee. Maintains and researches document terms of service and eligibility for re-nomination of board members. And coordinates the annual New Board Member Orientation Meeting.
Maintains the photo display wall for the Savannah Area Chamber Board of Directors, ensuring the updating and accuracy of information as needed.
Oversees the recognition of board members rotating off the board with documentation of years of service.
Annually renews City of Savannah parking passes for Savannah Chamber staff.
Processes invoices, requests for checks, expense reports and credit card statements according to established procedures and ensures submission to Finance Office on a timely basis.
Conducts a periodic inventory of office supplies and places orders as required. Ensures that all purchases/patronage is recorded in CRM as required (over $50).
Provides guidance/leadership in planning and execution of the monthly employee luncheon.
May from time-to-time represent of the President/CEO by attending events and meetings as needed.
Attends special events sometimes assisting with registration/welcome (such as Chamber Annual Meeting, Economic Outlook Luncheon, Taste of Downtown, others).
Interviews and screens applicants, as required.
Handles complaint/comment calls and correspondence for Savannah Chamber President.
Other special projects as assigned

Supervisory Responsibility:

Supervises Building Operations Manager and conducts an annual evaluation.

Education and Experience/Key Competencies:

Minimum of a high school degree or equivalent
At least two (2) years of relevant advanced administrative experience in support of senior level executive(s)
Previous experience in a fast paced, high-profile environment
Proven ability to perform proficiently in all office assignments
Friendly and professional demeanor
Solid communication skills, both written and verbal
Exercises discretion and adheres to confidentiality in workplace
High level of management skills – self-directed, motivated, versatile, able to prioritize
Organizational and project coordination skills – thinks proactively
Ability to maintain an organized filing system of paper and electronic documents
Proficient in Microsoft Office applications
Ability to become familiar with firm-specific programs and software
Some Accounting skills
Must be a self-starter; be self-motivated and able to multi-task
Must be flexible and be able to adjust to changing conditions, circumstances and priorities
Must demonstrate a positive attitude and cooperate with staff

Work Environment:
Working conditions are normal for an office environment. Work may require occasional weekend and/or evening hours. Reasonable accommodations may be limited to enable individuals with disabilities to perform the essential functions.

Other Information:
This job description describes the general nature and work level to be performed; it is not intended to be construed as an exhaustive list of job responsibilities, duties and skills required for the position.