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JOB OPPORTUNITY: Administrative Secretary

Updated: Mar 6, 2020

The BBW Chamber currently has an opening for an Administrative Secretary. Please send a résumé to no later than March 20th for full consideration.

Title: Administrative Secretary

Job Summary: Performs a variety of secretarial and administrative duties for the BBW Chamber of Commerce Board of Directors and members. Reports to the President of the Chamber and responds to requests of other Directors and members.

Duties and Responsibilities:

  • Attend Monthly Board Meetings, Luncheons, and special events as required.

  • Maintain the Chamber calendar for all meetings and activities with a twelve month look ahead.

  • Check Email of routinely, and pick up postal mail weekly.

  • Reserve meeting location for monthly board meetings.

  • Plan agenda and materials for each monthly Board meeting and distribute to Board.

  • Maintain the attendance record of Board members, and take minutes of the monthly board meetings.

  • Attend and plan monthly luncheons (General Luncheons and Women’s Luncheons) including schedule, locations, marketing, menu, registration, fee collection, and overall administration.

  • Assist with the election process for the annual Board of Directors elections.

  • Schedule and arrange details for the annual Reorganization meeting for the Board each June.

  • Keep current and manage the administration of all copies of the Chamber By-Laws, Standing Rules, Duties of Officers and Chairman as well as list of committees to BOD.

  • Maintain the central files of the Chamber.

  • Maintain Membership Information and Records.

  • Producing Annual Dues Invoices for all members.

  • Update Chamber Website for accuracy and timeliness, including Online member directory, Calendar of Events, Meeting Information and Upcoming Events.

  • Assist the Committee Chairperson and Committees with all other events and activities such as Women’s Networking Holiday Bazaar, Community Days for the three boroughs, Brentwood July 4th Parade, Golf Outings, Mixers, etc. (Note: level of commitment required will depend on prior participation and monthly capacity.)

  • Conduct personal time tracking and manage overall schedule with Chamber President.

  • All other duties as assigned.

Knowledge, Skills, and Abilities:

  • Skill to use a personal computer and various software packages including Microsoft Word, Excel, Publisher and QuickBooks. Familiarity with online tools a plus. Access to personal computer is necessary.

  • Ability to establish priorities and work independently without supervision.

  • Knowledge of business communications, including style and format of letters, minutes, and reports.

  • Knowledge of office procedures and methods including record keeping and E-mail.

  • Ability to handle and resolve problems and requests.

  • Ability to keep and maintain confidential records relating Chamber business.

Credentials and Experience:

  • High school degree and additional courses in secretarial and office administration.

  • Two years of related experience, or

  • Equivalent combination of education and experience.

Special Requirements:

  • Willing to work evenings and weekends when an event or project requires it.

  • Access to a computer and printer will be required.


Flexible Part-Time Position; $20/hour with a cap of 30 hours per month on average depending on events and activities. This position is a non-exempt position with no benefits.

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