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Job Description
Executive Director's Assistant Aztec Chamber of Commerce Status:
Temporary, Part-Time Position Summary - The Executive Director's Assistant provides high-level administrative, operational, and project support to the Executive Director of the Chamber of Commerce. Working in close tandem with the Executive Director, this role helps coordinate events, manage key projects, maintain an organized and professional office environment, and represent the Chamber in both office and community settings. The ideal candidate is proactive, highly organized, personable, and deeply committed to the Chamber's mission of advancing the local business community. Key Responsibilities Event Coordination & Preparation Work alongside the Executive Director to coordinate Chamber events including ribbon cuttings, business mixers, legislative visits, luncheons, and community engagements Assist with event logistics end-to-end: venue coordination, vendor communication, RSVPs, setup, materials preparation, and day-of execution Help develop and maintain event timelines, checklists, and run-of-show documents to ensure smooth execution Prepare event materials including programs, name tags, signage, sponsor recognition, and attendee packets using Canva and other tools Assist in coordinating with members, sponsors, and community partners in the lead-up to events Support post-event follow-up including thank-you communications, attendance tracking, and recap notes Help maintain the Chamber's event calendar and assist in planning future programming Office Organization & Management Establish and maintain organized filing systems in Google Drive and physical office spaces to keep operations running efficiently Ensure common areas, supplies, and resources are consistently stocked, tidy, and professionally presented Help develop and implement office procedures and organizational systems to support day-to-day operations Manage incoming mail, deliveries, and general office correspondence via Outlook Track and reorder office supplies and materials as needed Maintain accurate records, member databases, and contact lists in ChamberMate Chamber Representation & Community Presence Serve as a professional face of the Chamber across all settings — scheduled office hours, outside events, ribbon cuttings, community functions, and member interactions Greet and assist members, visitors, and the public in a warm, professional, and knowledgeable manner Answer phones, respond to general inquiries, and route questions appropriately Man the Chamber office independently during scheduled office hours when the Executive Director is not present Represent the Chamber's values and mission consistently in the office and throughout the community Project & Administrative Support Work directly alongside the Executive Director on daily operations, priority projects, and strategic tasks Research and compile information to support decision-making, policy development, and board presentations Assist in the preparation of board meeting materials, agendas, and minutes using Google Docs, Sheets, and PowerPoint Draft, proofread, and manage professional correspondence on behalf of the Executive Director Manage the Executive Director's Outlook calendar, scheduling meetings and appointments with accuracy Assist with basic financial record-keeping and transaction processing using QuickBooks Online, Stripe, and Square Handle sensitive and confidential information with the utmost discretion and professionalism Technology The following tools are used regularly in this role. Proficiency is expected in core tools; training can be provided on others. Core Tools — Proficiency Expected Microsoft Outlook (email and calendar management) Google Drive, Google Docs, and Google Sheets Microsoft PowerPoint Canva (design and event materials creation) Helpful but Not Required — Training Available QuickBooks Online Stripe and Square (payment processing) ChamberMate CRM (member database and communications) Qualifications Prior administrative or office support experience required; background in an executive assistant, office coordinator, or similar role preferred Experience in a nonprofit, Chamber of Commerce, civic organization, or community-focused environment is a strong plus Strong event planning and coordination experience Exceptional organizational skills with a passion for creating orderly, efficient systems Comfortable working independently and representing an organization in public-facing settings both in and outside the office Strong written and verbal communication skills with a professional, welcoming presence Proficiency in core technology tools listed above; willingness to learn new platforms quickly Discretion and sound judgment with confidential matters Working Conditions Temporary position with a three-month engagement (approximate dates to be confirmed upon hire) Part-time schedule of 10-20 hours per week, split between independent office coverage days and collaborative in-office days with the Executive Director Regular attendance at Chamber events and community functions, including occasional evenings Fast-paced environment with competing deadlines requiring flexibility and adaptability Compensation Hourly rate is commensurate with experience and qualifications. This is a temporary, part-time position and does not include standard employee benefits. The Chamber offers a collaborative, mission-driven work environment with meaningful community impact.
