Office Administrative Assistant

The Office Administrative Assistant for River City Company (RCC) plays an integral role on the Operations team, providing a wide range of administrative and office support while serving as the initial point of contact for inquiries and office visitors. This individual’s responsibilities will be divided between administrative and executive support, as well as office management.

JOB DESCRIPTION

• Serves as administrative assistant to the CEO, including the following duties:
  • Manage the CEO’s calendar and independently schedule appointments both internally and externally for the CEO
  • Keep the CEO informed of upcoming commitments and responsibilities, and draft responses on behalf of the office of the CEO for various requests
• Arranging meetings, events, programs, or conferences by scheduling facilities, ordering refreshments, and issuing information or invitations for the CEO and the Leadership Team
• Preparing and maintaining invitations, documents, and records such as agendas, minutes, notices, board packets, and resolutions for the Board of Directors and standing committees
• Provides support to the staff by maintaining and ordering supplies, distributing mail, and maintaining the appearance and cleanliness of the office shared spaces, including the reception area, conference room, and breakroom/kitchen
• Maintain, update, and create various databases, contact lists, and spreadsheet files
• Act as the liaison with all office serving vendors, dictating any special needs or schedules for cleaning, recycling, printer maintenance, or supply orders
• Assists the Director of Finance with bookkeeping tasks, including invoicing, deposit processing, and filing
• Provides support for board and staff projects, parties, and other special events, and acknowledges births, birthdays, illnesses, and/or deaths for internal and external associates by sending cards and/or floral arrangements
• Assist the Director of Operations with organizing and coordinating staff gatherings, enrichment, and development for the staff
• Act as the initial point of contact for internal and external inquiries to River City Company via telephone and in the reception area
• Maintain and organize files and records with effective systems, both physical and electronic
• Maintains vendor Certificate of Insurance files for up-to-date accuracy
• Performs other duties that may be assigned from time to time by the CEO or other Leadership Staff of River City Company

CORE COMPETENCIES

• Planning and Organizing
• Energy and Initiative
• Diplomacy and Tact
• Written and Verbal Communication
• Problem Solving
• Multi-tasking and Time Management
• Quality Management
• Safety and Security

QUALIFICATIONS

• High school diploma or equivalent required
• Previous experience in administrative support or office management is preferred
• Strong desire to work hard in a fast-paced, dynamic environment with high-energy and mission-driven colleagues
• Exceptional written, verbal, and interpersonal skills along with the ability to effectively interface with senior management, staff, RCC partners, and the community
• Passion for RCC’s mission, the Downtown Chattanooga community, and for creating a Downtown for all Chattanoogans

WORK ENVIRONMENT

• The typical work environment is a controlled business office with weekday hours of 8:30 am until 5 pm. The standard hours for this role are from 9:00 am to 3:00 pm, Monday through Friday, with a scheduled lunch break. Once per quarter, this role will require staying until at least 5 pm to attend scheduled Board meetings and take meeting minutes.
• Potential for earlier mornings, later evenings, and weekends with proper notice
• There are occasions when to perform the job, you may have to work in small spaces, high temperatures, or extreme weather conditions, loud noises, strong smells
• There are occasions when to perform the job, you may be asked to execute tasks within a short radius of the office, including going to locations such as banking facilities, the post office, restaurants, and office supply stores
• There are occasions when to perform the job, you may be asked to be mobile or standing for multiple hours, bend, reach, and stretch, or be asked to lift up to 50lbs

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this role.

Part-time, in-office position with competitive pay and opportunities for future growth. This position reports to the Director of Operations and Special Projects.

To apply, please submit your resume and cover letter through the online portal in a PDF format.