Administrative Coordinator
Reports To: President/CEO
Position Objectives
• To provide high-level administrative support to the President/CEO in carrying out the mission and strategic objectives of the Pasadena Chamber of Commerce. This position serves as a key liaison for internal and external communications, board coordination, and executive calendar management.
• To provide exceptional customer service that reflect the chamber’s vision and values as the front-line representative for members, guests and community partners visiting, calling or contacting the chamber.
Administrative Responsibilities
• Serve as the primary administrative assistant to the President/CEO, supporting executive priorities, scheduling, correspondence, and meeting preparation.
• Prepare agendas, presentations and materials for Board of Directors meetings & events.
• Serve as the first point of contact for visitors, calls and general inquiries representing the Chamber in a professional and welcoming manner.
• Maintain membership database accuracy and prepare reports as needed.
• Maintain the Chamber’s calendar of events in Outlook and on the website, ensuring accuracy and consistency.
• Carries out administrative duties such as filing, typing, copying, scanning, etc.
• Provide administrative support to Chamber programs and projects assigned by CEO.
Member Engagement
• Develop and maintain a working knowledge of Chamber membership levels and benefits to best serve existing and prospective members.
• Act as primary sales representative for inbound inquiries assessing potential members’ needs and following up for member investment.
• Perform regular outreach calls to members thanking them for membership investment and encouraging engagement.
• Support new members onboarding to ensure successful member integration.
• Share informational resources, member to member resources and bid opportunities with members for added member value as assigned.
• Assist in the development and execution of member retention strategies.
Events & Programs Duties
• Assist with registration, check-in, and logistics for Chamber events and programs.
• Assist in processing payments and reservations for events.
• Represent chamber and assist at chamber and community events as needed.
Competencies
• Skilled in organizing resources, establishing priorities and ability to multi-task with every team member with proper sense of urgency to complete tasks.
• Ability to perform in a small team, fast-paced work environment subject to job interruption requiring a high level of flexibility.
• Strong communication and interpersonal skills with a professional demeanor.
• Ability to communicate effectively, both orally and in writing
• Ability to create a positive impression of the Chamber while responding to members either by telephone, in person, or at assigned events.
• Possess a degree of personal and professional integrity; ability to follow the guidelines of the chamber’s team norms, core values, and internal values.
• Friendly, Confident, and solutions oriented.
• Enjoy working with people and building relationships.
• Organized, detail oriented, neat, and professional.
Requirements
• Minimum of three years relevant general office experience desired
• Chamber experience through work history or as a chamber member preferable
• Knowledge of City of Pasadena and available community resources preferable
• Flexibility to work evening and weekend events as needed.
• Bilingual preferred
• Intermediate level MS Word, Excel, PowerPoint, Canva, Google Sheets/Docs and Adobe Acrobat skills.
• Advanced skills in Outlook calendar and meeting coordination required.
• Ability to quickly learn web-based chamber database software and/or CRM system experience.
• The position is primarily a Monday- Friday 8am – 5pm professional office-based position with occasional evening and weekend work related events required
• Physical tasks involve the ability to exert moderate physical effort in light work, typically involving some combination of stooping, kneeling, and lifting, carrying, pushing and/or pulling of objects and materials of moderate weight up to 40 pounds.
Interested applicants should email cover letter resumes to careers@pasadenachamber.org
