About the Role

The Administrative Assistant provides administrative and operational support essential to the efficient day-to-day operations of the Wheeling Area Chamber of Commerce. This part-time, non-exempt position (20–24 hours per week) performs a wide range of administrative, clerical and office support functions while assisting with membership services, accounts receivable, recordkeeping and general organizational operations. Working collaboratively with Chamber staff, the Administrative Assistant ensures the organization operates efficiently and professionally in support of the Chamber's mission and strategic priorities.

Qualifications

• Two to five years of administrative experience supporting executive leadership, boards of directors or senior management preferred

• Strong interpersonal, written and verbal communication skills and excellent follow-through

• Highly organized with the ability to manage multiple priorities and consistently maintain processes and follow through on tasks and assignments without reminders

• Discretion and good judgment in confidential situations, with experience interacting with board members or individuals in senior roles

• Strong proficiency in Microsoft Office and CRM systems with the ability to work comfortably with data, metrics and basic reporting

• Interest in supporting small businesses, driving community engagement and contributing to local economic growth

• Associate degree or some college preferred

Key Responsibilities

Office Support

• Answer and direct incoming calls, monitor the Reception inbox and respond to routine inquiries and greet visitors to the office

• Manage incoming and outgoing mail and packages, monitor and maintain mailing and postage materials and other office supply inventory

• Maintain master calendar of the organization’s events, meetings and key community partner events

• Prepare emails and other correspondence and assist with day-to-day operational needs

Membership Services

• Process membership applications and renewals and generate and distribute membership invoices

• Guide new members through the onboarding process, provide member portal training and offer ongoing support as needed

• Maintain member accounts by processing account updates, cancellations, renewals and the distribution of member materials

• Respond to routine member inquiries and requests

• Update and maintain member files and CRM records

Billing and Records Support

• Process and post payments in the Chamber’s CRM

• Generate membership invoices, maintain accounts receivable records and complete collection correspondence and follow-up as needed

• Prepare bank deposits and maintain supporting deposit documentation

• Process accounts payable by receiving, logging, scanning and organizing invoices and receipts for submission to the organization's accountant

• Maintain financial records, documentation and electronic filing systems

Board and Organizational Support

• Maintain contact lists of board members and other organizational partners

• Prepare and distribute meeting invitations for board and committee meetings, maintain the meeting calendar and ensure all meetings are scheduled in accordance with the organization's bylaws and procedures

• Complete meeting logistics, including confirming meeting space availability, coordinating catering or refreshments as needed and providing in-meeting A/V support

• Assist with preparation of board and committee meeting packets, record and distribute meeting minutes as requested

• Maintain board and organizational records and documents as required

Event and Program Support

• Assist with creating and maintaining event registration websites and support processing member and guest registration and payments

• Support event logistics and ensure necessary supplies are available and transported to the event venue

• Maintain RSVP lists and ensure printed attendee lists are available at the event

• Assist with day-of event support, including setup and teardown, check-in and processing in-person payments

General Support

• All other duties as assigned or as organizational needs evolve

Physical Demands

• Prolonged periods sitting at a desk and working on a computer

• Must be able to lift up to 20 pounds at times (event materials, displays, etc.)

Work Schedule

• 20-24 hours per week generally scheduled during normal office hours – Monday through Friday, 9:00 a.m. to 5:00 p.m. with flexibility based on organizational and employee needs

• 30-minute unpaid lunch break provided on workdays totaling 6 hours or more

• Ability to attend events and meetings outside of standard office hours, including early mornings, evenings and weekends

Compensation will be commensurate with experience level.  

Please upload your resume and a cover letter with your interest by no later than August 15, 2026.   

The Wheeling Area Chamber of Commerce is an Equal Opportunity Employer and is committed to creating an inclusive workplace for all employees.