Executive Assistant

Location: Topeka, KS
Date Posted: 07-09-2018
Company: Greater Topeka Partnership
Position: Executive Assistant
Job Classification: Non-Exempt, Full-Time
Work Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m.occasional evening hours.
Reporting Relationship: Chief Operating Officer and the President of Downtown Topeka, Inc./Senior Vice President of Greater Topeka Partnership
 
Primary Accountability: 
The Executive Assistant is responsible for providing administrative support to the Chief Operating Officer and the President of Downtown Topeka, Inc./Senior Vice President of Greater Topeka Partnership ("GTP"). The Executive Assistant also performs administrative duties for the Chamber Board of Directors. This position is expected to have a positive interface and high service orientation when contacting the Greater Topeka Chamber of Commerce (“Chamber”), GTP and staff whether in person, over the phone or by email. Greets members and the public and provides information about the GTP, community and events.
 
Major Duties:
  • Maintains master office calendar and schedules conference rooms, as needed.
  • Assists with Chamber Board and Committee meetings (Audit, Nomination, Executive, Joint Executive Committees) which includes scheduling meetings, preparing meeting materials, sending email correspondences and recording meeting minutes. Assists with the Chamber Foundation Board of Director meetings.
  • Serves as the backup for answering phones and greeting customers. Provides directions to locations throughout the community.
  • Responds to requests for general information about Topeka and/or the Chamber. Refers requests to appropriate community agencies, when information is not available through the Chamber.
  • Coordinates GO Topeka and Chamber Board officer nominating committees.
  • Develops and issues documents and presentations, internally and externally, that are timely, accurate and complete.
  • Provides administrative support by maintaining databases, answering staff questions, preparing meeting agendas and meeting reservations, preparing travel arrangements, assisting with PowerPoint presentations and event preparation, scheduling meetings, sending personalized cards of appreciation, balancing Chamber/GO Topeka credit cards and recycling.
  • Prepares Senior Council notices, information and membership roster on a weekly basis.
  • Sells promotional chamber items (maps, labels, newcomer packets, relocation guides, etc.)
  • Maintains calendar, schedules appointments, maintains and updates contacts in Outlook, arranges travel, and prepares correspondences and reports, as needed.
  • Plans and coordinates the “Past Chairs” luncheon, which includes obtaining addresses, assisting with the creation of invites and reservations and ensuring delivery in a timely manner.
  • Plans, creates and assembles information and marketing materials for events, meetings, congressional visits and government projects.
  • Prepares and maintains various databases for events, issues and reports as needed.
  • Assists with administrative duties for government relations events and meetings.
  • Proofreads and finalizes various proposals, letters, projects, documents, testimony within the timeframe required.
  • Creates various flyers and promotional pieces for government relations activities.
  • Assists with events and functions, attendance and reservations at functions, including money received, meeting preparations and food arrangements.
  • Maintains records as directed.
  • Maintains files for government relations.
  • Maintains confidentiality for all projects.
  • Assists with delivery and pick up of materials as requested.
  • Works in membership database creating invoices, tracking attendance, referrals and other information.
  • Performs all other duties as assigned.
 
 Qualifications:
  • High School Diploma or General Education Degree (GED), is required.Some post secondary education or training is preferred.
  • Three (3) to four (4) years of related work experience is required.
  • Strong computer and word processing skills, in particular Word, Excel, PowerPoint, and Outlook.
  • Ability to work both independently and in team settings.
  • Ability to communicate effectively, both verbally and in writing with staff, clients and the business community.
  • Ability to work efficiently with attention to detail and quality of work produced. 
  • Ability to exercise good judgment in setting priorities and organization of work load.
 
Physical Demands:
  • Ability to sit for extended periods of time.
  • Ability to read computer screens and mail, email, talk on the phone.
  • Ability to unpack and move supplies up to twenty-five (25) lbs.
  • Ability to work some evenings and weekends and attend events required.
 
Work Environment:
  • Professional and deadline-oriented environment in an office setting.
  • Interaction with staff and customers.
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