Office Manager

Job Details

Office Manager

Job Description

The Office Manager is responsible for the general coordinating and administration of the Broken Arrow Chamber of Commerce and Economic Development Corporation (EDC) office and assist the staff in administrative duties as necessary, including the President and CEO. The Office Manager is responsible for ensuring the positive first impression for the Broken Arrow Chamber and EDC by providing general administrative support, greeting guests, assisting members and the community, maintain the offices, conference rooms, and answering phones. Assist with events and programs, including technology, registration and invoicing. Responsible for the execution of the Ambassador program.

Job Responsibilities:

• Serves first point of contact for visitors, Chamber members and public.
• Provide general Chamber, EDC and area information, announce appointments to appropriate staff members and ensure all are greeted professionally.
• Ensure reception area is always clean, neat, and attractive, including community info and chamber member business information area.
• Ensure the office and phones are staffed from open to closed to best serve our members and the community.
• Answering phones and routing calls to the correct person or taking messages
• Input into CRM software membership, events and sponsorship payments received in the mail, online and over the phone
• Using various software, including word processing, spreadsheets, databases, and presentation software
• Coordinate communication and needs of office technology with IT company.
• Manage the conference room and schedule, ensure the room is set up for committees and board meetings, including necessary technology.
• Manage IT assets and is the primary contact with the IT company for the organization
• Provide general administrative assistance to all staff and members as needed. Duties include entering data into CRM database, preparing mail outs, calling members, maintaining meeting room calendar, and preparing meeting material.
• Clean and maintain the office and kitchen including inventory of office and kitchen supplies.
• prints, emails, and mails monthly dues invoices
• Process events registrations
• Assist with the tasks associated with all major events
• Open and close the office daily
• Conduct quarterly Cost of Living Survey for the BAEDC
• Provide President and CEO and other senior leadership with BAEDC and BAC with administrative support.
• Manage Ambassador Program

Skills Required

• Proven experience as an executive assistant or other relevant administrative support experience.
• Highly skilled in customer service
• Excellent organization and time management skills
• Excellent verbal and written communication skills
• Detail oriented and ability to multi-task
• Able to work independently and within a team environment
• Deadline oriented, highly disciplined, and can self-manage
• Take direction from multiple people in the organization
• Proficient in Microsoft Office programs including Outlook, Excel, PowerPoint, and Word
• Capable of maintaining sensitive/confidential information
• Position requires attendance at a few events which are some nights and/or weekends.

Experience Level

3 plus years in an office environment

Education Requirement

High School Graduate. Associates or Bachelor s degree preferred

Physical/Mental Requirements

• The BA Chamber is committed to continuous personal development including tactical skills as well as transformational soft skills. The position will require proficiency at the following EI (emotional intelligence) skills:
• Teamwork and collaboration, self-awareness, organizational awareness, self-control, adaptability, transparency, initiative
• Demonstrate ability to work effectively under pressure while meeting deadlines.
• Employee is regularly required to verbally communicate
• Specific visions abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, ability to adjust focus
• Must be able to stand and move intermittently throughout the work day
• Must possess sight/hearing senses to adequately perform the functions of the job
• May be required to sit or stand for long periods of time
• Must be required to lift up to twenty-five (25) pounds

Working Conditions/Environmental Exposures

• Work is normally performed in a climate-controlled office
• Noise level is moderate and includes sounds of normal office environment
• No environmental hazards are encountered in performance of normal job duties
• Position requires some travel outside the state of Oklahoma via car and/or airplane
• Ability to sit for extended periods may be required

This job description is not intended to be an employment contract, nor does it dissolve the at will employment relationship.

 Broken Arrow Chamber of Commerce

 05/10/2024

 Broken Arrow,OK