Administrative Assistant

SUMMARY OF POSITION:
This is a people-facing, community-impact role ideal for individuals who are highly organized, accountable, and enjoy connecting with others while ensuring that work is completed accurately and on time. The Administrative Assistant plays a critical role in supporting the effective day-to-day operation of the Chamber and ensuring that executive and administrative functions are carried out with a high level of attention to detail and follow-through.
 

This position requires someone who is comfortable working within a small, collaborative three-person team and who can take direction from the President of the Chamber while also working independently to anticipate needs, manage responsibilities proactively, and ensure nothing falls through the cracks. The role involves frequent interaction with Chamber members, visitors, volunteers, and the public and requires a professional, friendly, and socially engaging approach.

The Administrative Assistant helps ensure that business, Chamber, and tourism information is accurate, well-organized, and readily available, and that requests are responded to promptly and professionally. We are a small team that values reliability, initiative, good judgment, a sense of humor, and pride in supporting Hudson-area businesses.
 
REPORTING RELATIONSHIP:
The Administrative Assistant shall report and be responsible to the President.
 
RESPONSIBILITIES:

• Answer incoming calls and greet walk-in visitors in a professional, welcoming manner; direct inquiries to appropriate staff and assist with promoting the Hudson area.
• Respond promptly to tourism and business information requests and ensure requested materials are prepared and sent out the same day whenever possible.
• Maintain well-stocked, accurate tourism and relocation materials; proactively contact members as needed to replenish supplies.
• Maintain responsibility for the Chamber membership database, ensuring information is current, accurate, and consistently maintained.
• Assist with the Ambassador Committee, including coordinating meetings, scheduling monthly visits to new members, and supporting ribbon-cutting ceremonies.
• Assist with the Chamber website by updating community events, member business information, area resources, and other content as directed, ensuring accuracy and professional presentation.
• Prepare agendas, meeting notices, reports, minutes, and related materials for committee meetings as needed.
• Assist with membership billing processes and support accurate recordkeeping.
• Support all aspects of correspondence, including letters, reports, meeting notices, minutes, filing, mailings, new member packets, and special projects as assigned.
• Assist with the administration of Chamber Gift Certificates.
• Oversee office equipment and supplies, ensuring materials are available and organized.
• Assist with event registration, preparation of materials, and on-site support to ensure events run smoothly.
• Prepare daily outgoing mail and track and record postage expenses.
• Support member and sponsor recruitment efforts through coordination, follow-up, and administrative tracking.
• Provide general administrative support to Chamber staff and volunteers as needed.
• Complete tasks as assigned by the President.

• This position requires daily interaction—both in person and by telephone—with Chamber members, visitors, volunteers, and the public.
• The role requires strong organizational skills, personal accountability, and the ability to manage multiple tasks and priorities with minimal supervision.
• The ideal candidate notices details, anticipates needs, verifies priorities with leadership, and follows through reliably.

• Strong organizational, time-management, and follow-through skills; ability to manage multiple responsibilities simultaneously
• Excellent interpersonal and communication skills, including professionalism, warmth, and good judgment when working with a wide range of people.
• High attention to detail and commitment to accuracy.
• Ability to work independently while taking direction and feedback from leadership.
• Enthusiasm for supporting the Chamber’s mission and contributing as a reliable team member.
• Proficiency in Microsoft Office (Word, PowerPoint, Excel), social media, and customer relationship management (CRM) platforms.
• Willingness to learn the operations and role of a Chamber of Commerce and work effectively with members, committees, and volunteers.
• College degree or equivalent experience in business administration or a related field preferred.

• This is an exempt, full-time position. Chamber meetings and events will require time outside of the Chamber’s normal public business hours.  This includes some evenings and weekends.
• Requires some travel locally.
• Ability to operate basic office equipment and standard business software.
• Physical capacity to support indoor and outdoor event activities, including the ability to lift up to thirty-five pounds.