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Administrative Assistant

Posted: 02/25/2024

The Wheaton Chamber of Commerce, a nonprofit business association located in Wheaton, Illinois, is seeking an experienced administrative assistant to support its staff, board of directors and 400+ members. The Chamber’s mission is to:

  • Promote business
  • Enhance economic development
  • Serve as a catalyst for enriching the quality of life in the community
The administrative assistant is responsible for providing administrative and clerical services to ensure effective and efficient operations of the Chamber. This position reports to the president/CEO.
Duties & Responsibilities:
  • Provide reception duties for the Chamber: answer phones, process membership applications and manage mail, email inbox and voicemail.
  • Provide office administration: order and maintain office supplies and equipment, connect with members and outside vendors, assist with membership billing and dues, compose invoices, and mail/email correspondence. Enter checks into system and prepare bank deposits. Assist with paying bills in coordination with bookkeeper consultant.
  • Assist with planning and hosting events: maintain online event registration, invoicing, event reminders and follow-up phone calls; help with set-up and tear-down at events.
  • Become adept at ChamberMaster, our customer relationship management database. Enter and update member data to track attendance and engagement, communications and account information (invoices paid/due). Training will be provided.
  • Maintain organization of the office including paper files and digital files on the VPN.
  • Coordinate with bookkeeper consultant to ensure ChamberMaster and QuickBooks Online are synchronized.
  • Prepare and distribute notices and documents for committee meetings (agendas, minutes, financials) as needed.
  • Help maintain Chamber calendar, schedule board and committee meetings and special events, and assist president with scheduling.
  • Attend and represent the Chamber at meetings/programs/events as requested.
Minimum Qualifications:
  • Communicate clearly and effectively through verbal and written communications with impeccable spelling and grammar
  • Keen knowledge of Microsoft Office (Outlook, Excel, Word, PowerPoint)
  • Strong customer service and relationship skills
  • Ability to learn and become proficient in ChamberMaster, the Chamber’s database software with training available
  • Possess excellent organizational and time management skills
  • Ability to manage multiple projects sequentially, complete projects accurately, within established deadlines and on budget
  • Assist staff as needed
  • High school diploma/GED
Preferred Qualifications:
  • 3-5 years of previous experience in an administrative role in an office/professional environment (chamber experience a plus)
  • Some college or vocational training preferred
  • Chamber, association or membership-based organization experience a plus
Job Type: Part-time (25-30 hours)
Pay: $19.00 - $21.00 per hour depending on experience
Schedule:
  • Monday through Friday (some evenings, very few Saturdays)
  • 9:00 a.m. to 3:00 p.m.; hours can be adjusted on days with evening events
  • Hybrid work schedule (virtual on Mondays and as needed)
To apply, contact Vickie Austin, President/CEO, Wheaton Chamber of Commerce, president@wheatonchamber.com

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