Administrative Coordinator

POSITION: Administrative Coordinator

REPORTS TO: Executive Vice President (EVP)

ORGANIZATION & POSITION SUMMARY

At the Springfield Area Chamber of Commerce, our core purpose is to help businesses thrive and communities prosper. We’re a purpose-driven, dedicated team of individuals who work alongside business leaders, civic partners, and more than 1,500 member organizations in meaningful work that makes a difference in our region. With the Chamber’s strategic priorities at the forefront, we operate on core values of member focus, professionalism, collaboration, initiative, accountability, and excellence.

The Administrative Coordinator role provides essential support to board, staff, and office operations.

To apply, please submit a cover letter and resume to Jen Johnson, Executive Vice President, at ***email_hidden***. The Chamber offers competitive salaries based on experience, with excellent benefits and opportunities for professional development.

DUTIES AND RESPONSIBILITIES

Board of Directors Support

• Directed by the EVP, coordinate scheduling for all board of directors and executive committee meetings, including associated lunches, receptions, and semi-annual half-day retreats.
• Collect, proof and format materials for board packets and slide decks, working with staff contributors to establish and manage submission deadlines.
• Maintain the annual board planning calendar to support consistent agenda development and meeting preparation.

Executive & Staff Operations Support

• Assist the EVP with cross-departmental operations and special projects.
• Manage scheduling for the President’s regular and as-needed meetings with volunteer leaders, community partners, and key investors.
• Support staff operations including logistics for staff meetings, new hire onboarding, community event registrations, and professional development tracking.

Office & Facilities Support

• Directed by the Vice President of Finance & Administration, manage office and hospitality supply inventory and coordinate building maintenance and vendor calls.
• Manage incoming mail sorting and distribution.
• Support bank reconciliation activities in a separation-of-duties capacity; no accounting background required.
• Provide front desk coverage one day per week and daily lunch relief. Front desk duties include directing incoming calls, welcoming guests, and processing payments and event registrations as needed.

CRITERIA/SKILLS REQUIRED

• Bachelor’s degree in business, communications, or a related field preferred; equivalent experience considered.
• Demonstrated ability to handle sensitive information with a high degree of professionalism and confidentiality.
• Strong organizational skills and the ability to manage multiple ongoing priorities with consistent follow-through.
• Professional written and verbal communication skills, including scheduling correspondence and internal coordination.
• Proficiency with Microsoft 365, SharePoint, and CRM systems.
• Willingness to embody the Chamber’s core values.

EMPLOYMENT STATUS: Non-Exempt