The West Island of Montreal Chamber of Commerce(WIMCC) is the voice of the West Island business community, with a mission to encourage and promote the development of the business community. Its territory covers all municipalities from Lachine to Sainte-Anne-de-Bellevue inclusive.
Job Description:
We are looking for someone who has held an administrative position in an office environment. The administrative assistant can be the face of the Chamber. The ideal candidate must therefore be comfortable and enjoy interacting with Chamber members and the public.
Responsibilities:
- Assist in the preparation and follow-up of registrations and promotional material for invitations;
- Organize tasks in collaboration with the Executive Director and the Events Coordinator;
- Attend events in support of the Executive Director and Events Coordinator;
- Assist in maintaining the publication and updating of promotional material (photos, events calendar, partner logos, etc.);
- Maintenance of database and website information;
- Maintain member files (membership applications, renewals, cancellations);
- Assist the Executive Director in the search for new members;
- Manage and issue invitations to Board members via Outlook;
- Invoice membership, event and/or partnership fees and collect payments;
- Monitor invoices and pending payments;
- Preparation of letters to members, partners, etc;
- Sends letters/emails to members;
- Reread and modify all materials;
- Writing, editing and proofreading of various documents, correspondence and external press releases;
- Collection of accounts receivable;
- Coordination with the Chamber’s accounting clerk;
- Maintenance of the Procedures Manual;
- Manage and update the company database and registrar;
- Create and update member directory (ads, logos, etc.);
- Document filing;
- Reception (telephone, reception);
- Authentication of certificates of origin;
- Stationery, photocopier, etc. management
- Other tasks deemed necessary by your superior.
Requirements:
- Proven experience as an administrative assistant;
- Knowledge of office management systems and procedures;
- Working knowledge of office equipment such as printers and fax machines;
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular);
- Excellent time management skills and ability to prioritize work;
- Attention to detail and problem-solving skills;
- Excellent written and verbal communication skills (French – English);
- Strong organizational skills with the ability to multi-task;
- High school diploma, additional qualification as administrative assistant or secretary would be an asset.