Job Posting - Administrative Assistant

Administrative Assistant – Office of the President

The Greater Philadelphia Chamber of Commerce is dedicated to promoting growth and economic development, advocating for sound public policy, and serving our members with outstanding programs and benefits. GPCC is the premier advocate of the region’s business community, representing approximately 4,500 member companies in 11 counties across three states with one voice.

We are currently seeking a highly organized, detail-oriented Administrative Assistant to work closely with the Executive Assistant to the President in supporting the administrative needs of the Office of the President and the Chief Operating Officer.

Essential Duties & Responsibilities

1.    Originate, edit, manage, produce and properly track correspondence on behalf of the President. This includes, but is not limited to, thank you letters, billing letters, happy letters, letters of introduction and invitation, recommendations and endorsements.

2.    Manage all sponsorship requests; this includes obtaining approvals, coordinating ad copy and art deadlines, ensuring payment, and tracking activity. If the request includes tickets to an event, identifying appropriate guests and communicating relevant information to attendees.

3.    Coordinate General Staff meetings, including setting the schedule with the President, communicating dates to staff, reserving space, drafting agenda, and handling meeting logistics. Work with IT to prepare PowerPoint presentation.  Coordinate acknowledgments of new employees and anniversaries.

4.    Under the direction of the President, assist Business Development and Partnership Marketing on weekly requests to help engage prospects and members.

5.    Coordinate the scheduling of the Chairman’s Conference Room and the Avenue of the Arts.

6.    Answer incoming calls to the Office of the President, provide backup phone support for the Chief Operating Officer.

7.    General administrative support, including opening and sorting mail, file maintenance, preparing travel & expense reports for the President & the Chief Operating Officer, preparing materials for meetings, maintaining Board & committee lists, ordering office supplies, print orders for letterhead and business cards, and tracking and handling the renewal of all executive memberships and subscriptions.

Job Specifications

·         Bachelor’s degree preferred

·         Minimum of five years serving in an administrative assistant capacity

·         Ability to communicate effectively on behalf of the President with a diverse constituency

·         Excellent written and verbal communication skills

·         Ability to prioritize and manage multiple projects; flexibility to adjust to changing priorities

·         Strong work ethic; approaches work with a sense of purpose and urgency

·         Organized and detail-oriented

·         Good sense of judgment and ability to use discretion and maintain confidentiality

·         Proficiency with MS Office products and excellent internet research skills

·         Knowledge of the region’s business leaders, legislative leaders (at the local, state and federal level), community and academic leaders is helpful

Work Conditions/Physical Demands

The Administrative Assistant works in a typical office environment. On a standard work day, the majority of time is spent sitting at a desk, using the computer and answering the phone. Due to the high work volume and unpredictable nature of the Office of the President, there may be times when the Administrative Assistant is expected to work beyond the scheduled work day. In addition, it is customary for GPCC employees to volunteer at various events for the Chamber.  These events sometimes take place outside of normal working hours.

GPCC offers its employees a dynamic, fast-paced environment with competitive salaries and excellent benefits package. Qualified candidates should create a single document that includes a cover letter, resume and the names/contact info of three professional references to upload with the application. Applications that fail to fulfill this requirement will not be accepted. To apply for this position, please use the following link: https://home2.eease.adp.com/recruit/?id=12622242