Administrative Assistant

This individual is the first personal contact for the Midland Business Alliance (MBA). Primary responsibilities include greeting and assisting visitors, answering telephones, opening mail, posting payments, assisting staff, members, and other callers/visitors, and overseeing the conference rooms. This position is responsible for handling information and service requests timely.
The Administrative Assistant reports to the Chief Financial Officer (CFO).

Essential Responsibilities:

• Company knowledge: Knowledge of principles and practices of the MBA, including the organization’s mission and priorities. Basic understanding of CBM Services and MITCON.
• Reception: Greet visitors to the MBA, answer questions and hand out MBA material as needed. Receive and process credit cards, checks and cash payments from walk-in members and from on-line activity. Assist members in a variety of ways, including stamping certificates of origin and answering a multitude of questions.
• Telephones: Answer calls (multi-line phone) and direct callers to the appropriate staff member; answer questions regarding specific events and general information about the community, businesses, and the MBA. Assist callers with event registration.
• Incoming mail: Open, date and distribute mail to appropriate staff members; log all incoming payments into the MBA membership database and the cash receipts spreadsheet and save all detail support electronically.
• Bank Deposit: Prepare and make the bank deposit daily.
• Outgoing mail: Assist the payables process by stuffing invoices & checks for mailing and log each mailing. Assist with other mailing requests as needed.
• Email: Read, forward, and/or respond to a variety of e-mail messages throughout the day that are received in the general MBA in box.
• Supplies: Manage and order office, building, and kitchen supplies as needed. Investigate and order special supplies when needed to support staff. Maintain the supplies room and kitchens in a clean and organized manner and ensure supplies are kept stocked.
• Technology: Efficient use of various pieces of equipment, including various computer equipment, an adding machine, laminator, printer, scanner, fax and copy machines. Replace toner and ink cartridges, paper, etc. as needed.
• Conference Rooms: Maintain and manage the calendars for the conference rooms. Assist staff with meeting set-up (moving tables and chairs, setting up projector), cleaning up the room and kitchen area if needed after the event,
• ensuring refreshments and/or food is ordered and set out with serving supplies.
• Member updates: Assist in maintaining MBA member software, making necessary member updates/changes when necessary, posting member events, job postings and special news releases.
• Farmers Market: Assist with the seasonal farmers market as needed, including assisting with pre-season payments and software updates.
• Other duties & staff support: Undertake special projects as assigned by management or asked for by other staff. Other duties as assigned.

Minimum Qualifications

• Bachelor’s degree preferred, but high school diploma accepted with some college or equivalent experience.
• Three years’ experience working in a similar position in a medium to fast-paced organization.
• Strong PC skills including proficiency with Microsoft Office (Excel, Word, Outlook & PowerPoint) and have the willingness and ability to learn other programs as needed.

Knowledge, skills & abilities:

• Strong written and verbal communication skills
• Strong analytical skills
• Strong level of attention to detail and accuracy
• Ability to work independently and as a team to solve day-to-day responsibilities
• Ability to manage, prioritize and handle tight deadlines and multiple tasks
• Ability to maintain an orderly work area and filing system
• Excellent customer service skills
• Experience with Constant Contact and Chamber Master membership software
• is beneficial but not required.
• Must be able to lift 25 lbs. on a regular basis (shipments, supplies, etc.)

Hours: Position is 40 hours per week. Typical office environment for daily operations.

Comprehensive Benefit Plan

• Medical (Blue Cross Blue Shield), Dental (Delta Dental), Vision (EyeMed), Short-Term disability, Long-Term disability, Life and Accidental Death & Dismemberment
• Medical, dental & vision coverage effective the first day of employment
• Paid PTO & Eleven (11) paid Holidays
• 401K Retirement with employer match
• Paid Covered Parking
• Employee Assistance Program
• Flexible hours program
• Voluntary term life insurance
• Flexible Spending Account or Health Savings Account 

Diversity, Equity & Inclusion
As a founding member of the Midland Business Inclusion Council, the Midland Business Alliance is committed to growing a diverse business community. We recognize that diverse teams make the strongest teams, and we encourage people from all backgrounds to apply.

How to Apply
Please send a cover letter and resume to Roger Chamberlin at rchamberlin@mbami.org. Resumes will be accepted through Sunday, December 7.
 
Note: Nothing in this job specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons.  The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position. This job description does not constitute a contract for employment.