Posted by: Tampa Bay Chamber on Tuesday, January 11, 2022

 Title:                           Executive Administrative Manager

 FLSA Status:             Exempt

 Reports to:                 President & CEO

 Location:                    Tampa, FL

  Objective

Primarily provides organizational support and assistance to the President & CEO, Chief Operating Officer and the Vice President, Advocacy and Controller Tampa Bay Chamber

 Responsibilities

  • Prepares and briefs the President & CEO for meetings, presentations and speeches by coordinating with staff on needed research, reports and presentation materials, including coordinating all materials, directions and A/V equipment as needed
  • Maintains President & CEO’s calendar, files and computer data
  • Maintains the COO’s calendar
  • Drafts correspondence for President & CEO and senior volunteer leadership in accordance with oral/written instruction
  • Prepares meeting notices, agendas, materials and minutes for Executive Committee, Board of Directors and any other committee/groups as needed
  • Maintains an updated listing of all Board of Directors and Executive Committee members in the membership databases, Outlook and President’s contact database as well as ensuring that all printed materials and website listings are updated
  • Maintains board member census
  • Schedules and prepares yearly tasks, particularly as related to the Board of Directors, Nominating Committee and transition of Executive Committee and Board members
  • Coordinates scheduling of appointments for President & CEO and COO
  • Coordinates travel arrangements for the President & CEO, board members and staff as appropriate
  • Assists in  development, planning and execution of the Chamber’s annual Leadership Retreat and Board Member Orientation and Board Member Assistant Orientation
  • Responsible for obtaining information, photos and bios for all new board members
  • Coordinates scheduling, agendas and materials for monthly Leadership Team meetings, staff meetings for the President & CEO
  • Prepares invitations, agendas and coordinates lunch menu for annual Past Chair’s lunch
  • Coordinates budget and all Executive Office expenses
  • Maintains record of all volunteer job descriptions
  • Documents all process and procedures as necessary related to job duties and responsibilities
  • Serves as a liaison between the President and CEO to board members, volunteers, members and the general public
  • Assists Chief Operating Officer and Vice President, Advocacy with administrative tasks, calendaring and special projects as needed
  • Assists Controller with renewals and other projects as needed
  • Performs other business functions as needed for the Chamber team
  • Embodies Vision 2026 in all activities and responsibilities
  • Assist with Chamber events as required
  • Other duties as assigned

Specifications

  • Associates degree in related field plus six years’ experience or ten years executive management/CEO support experience. 
  • Excellent written and oral communication skills
  • Excellent organizational skills
  • Must conduct yourself in a professional manner
  • Ability to multi-task and work in a changing and fast-paced environment is necessary
  • Able to perform job function with a minimum of daily supervision
  • High proficiency with using technology including, but not limited to, Microsoft Office Suite, AV and virtual technology programs
  • Ability to learn and effectively and efficiently use Chamber management and database software
  • Experience in Quick Books a plus
  • Committed to service excellence in all areas

Relationships/Accountabilities

  • Accountable to staff members and volunteers by ensuring their needs are met and questions are answered in a friendly and professional manner
  • Accountable to the President & CEO by ensuring that all tasks and duties are completed by the specified deadline and are accurate
  • Accountable to the COO, VP, Advocacy and Controller by ensuring that all tasks and duties are completed by the specified deadline and are accurate
  • Works cooperatively and positively with all Chamber staff members and volunteers to promote an environment of excellence, teamwork, dignity and respect.
  • Exhibits a total commitment to maintaining high quality service standards of the Tampa Bay Chamber; demonstrates service excellence skills in dealing proactively with members, visitors, colleagues, and all Chamber contacts.

 

This document in no way states or implies that these are the only duties to be performed by the employee

occupying this position. All applicants are subject to pre-employment drug and background screenings.

 

To Apply:

Please submit the following to [email protected]

  • Resume
  • Cover Letter
  • Two (2) Writing Samples
  • Three (3) References

Applicants that do not submit all required materials will not be considered.

 

 

 

 

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