Membership and Office Manager

 
Job Title: Membership and Office Manager
Reports to: President and CEO
FLSA Status: Non-Exempt
Position Status: Full Time or Part Time depending on the right candidate
Purpose of Position
To act as the first contact for the Alaska Chamber and ensure efficient day-to-day office operations while assisting staff to accomplish the Chamber’s vision and mission. Promote the benefits, programs and services of the Alaska Chamber to existing and prospective member companies. One of the primary objectives is to recruit and retain membership, increase sponsorships and overall investment in the Chamber, and assist in the management of events from planning to implementation.
 
Duties and Responsibilities
 
Membership Development

• Develop oversee membership recruitment and retention program.
• Act as first point of contact for all prospective members.
• New member packet compilation and distribution.
• Assist contract accountant with invoicing and payment application.
• Conduct annual audit of database to ensure accuracy of member information.
• Maintain accurate and up-to-date membership records in database.
• Membership renewal and event activities: registrations, mailing, sponsorship, and follow-up.
• Keep records of new and non-renewing members and provide a monthly report to staff.
• Keep records of all prospective-member outreach and provide monthly report to staff.
• Create and implement unique membership drives to attract new members.
• Increase investment opportunities for members through updated and new sponsorships.
• Work with all staff on membership and sponsorship outreach goals and timelines during annual budgeting review.
• Provide membership reports for each board meeting.
• Review membership goals with President/CEO semi-annually.

• Act as staff liaison for Events Committee.
• Responsible for the development, implementation and oversight of the Chamber’s master planning and scheduling calendar to avoid overlaps and to maintain continuity.
• Responsible for the development, planning and coordinating Chamber events in a timely, organized, and professional manner. Events include the annual conference, auction, policy forum, premier business awards, legislative fly-in, community outreach trips, and special events.

• Develop timeline and budgets for events in collaboration with President/CEO, Alaska Chamber staff and Event Committee.
• Create and solicit unique event sponsorship opportunities.
• Create and maintain an events manual to foster continuity of organization events.

• Prepare event supplies and deliver onsite when needed.

• Demonstrate a commitment to excellent customer service in person, via email, and over the phone as the Chamber’s first point of contact.
• Monitor the Chamber’s voicemail and email accounts; respond to all inquiries in a timely and professional manner.
• Serve as first point of contact for benefits administration contractors.
• Scheduling assistance for President and CEO.
• Research staff requests as necessary.
• Provide administrative assistance to President and CEO, staff, and committees.
• Update website as it related to event and office management responsibilities.
• Manage set up and breakdown for Board and Committee meetings and other scheduled meetings.  
• Handle correspondence for Events Committee and Board meetings, send meeting reminders, maintain RSVP file, assemble, and distribute meeting packets, and manage all meeting preparations.
• Assist contract accountant with light accounting work to include membership billing, accounts receivables and bank deposits.
• Maintain Chamber office: track and order office supplies ensuring that basic supplies are always available; keep office tidy and organized, coordinate the maintenance of office equipment (copier, mail machine, etc.).
• Handle and sort incoming mail.
• Maintain an organized filing system, including paper and electronic files, photos, and other materials according to the established procedures.
• Work with President and CEO to ensure operational documents are organized both electronically and in hard copy format.
• Coordinate and participate in employee and board relations events; prepare birthday, anniversary, and farewell cards for signatures.
• Other duties as assigned.

• Records the minutes for Board and committee meetings and draft meeting minutes for review by the Director of External Affairs.
• Assemble and distribute Board meeting packets.
• Ensure the timely distribution of material to the Board/Committees.
• Assign staff deliverables after weekly staff meetings.
• Track board seat development; resignations, vacancies, and appointments
• Create memoranda and ratification notices as needed.
• Create checklists for meetings, including annual best practice documents.
• Policy Forum and Premier Business Awards Preparation: compile and distribute all submissions.

• Prepare event supplies and deliver onsite when needed.

• At least three years general business experience.
• Strong organizational and time management skills, and sharp attention to detail.
• Ability to organize and prioritize tasks as well as meet deadlines.
• Excellent verbal and written skills.
• Proficient computer skills: Microsoft Office Suite, Internet based applications, and database management.
• Flexible; possessing the ability to manage different projects and tasks concurrently.
• Ability to master the use of a variety of office machines and equipment.
• Must be able to travel to attend meetings and Chamber functions as required.
• Must be able to lift 40 lbs.

• 401(k)
• 401(k) matching
• Health insurance
• Dental insurance
• Life insurance
• Flexible schedule
• Paid time off
• Paid sick leave

• Monday to Friday, with rare exceptions leading up to events

• www.alaskachamber.com

• Waiting period may apply

• Remote work may be approved on a case-by-case basis and only after a three month probation period.