Administrative Assistant

About the Chamber:

The Halifax Chamber of Commerce is a membership organization representing and supporting over 2,000 businesses in Halifax. With 86% of our members being small business owners, we tailor our events, membership programs, cost saving initiatives, and advocacy efforts to best represent our membership.

We host 100+ events per year, from small networking events to 800-person gala dinners. We advocate on our members' behalf to all levels of government. We offer cost-savings programs through our Affinity Partnerships to save our members money. We act as a communications vehicle to share news about the Chamber, our members, and the business community in Halifax and beyond.

About the role:

Reporting to the Executive Assistant to the President and CEO, this role serves as the organization's front-line customer service representative and plays a key support role across all areas of the Chamber.

This position is instrumental in maintaining the Chamber's high level of member satisfaction by delivering exceptional service and support. The role works with multiple departments, including member services, sales, policy, and database management.

Key Responsibilities

Front Desk & Member Services

• Greet and assist all walk-in visitors, ensuring a professional and welcoming front desk experience
• Manage all incoming phone calls, mail, couriers, and general inquiries
• Respond to questions regarding Chamber services, staff, board members, events, and membership
• Direct inquiries to appropriate departments or external organizations as needed
• Promote Chamber events, respond to inquiries, and register event attendees

Office & Facility Coordination

• Maintain a clean, organized, and well-stocked office environment, including kitchen, boardrooms and offices
• Order and distribute office, kitchen, and boardroom supplies
• Coordinate boardroom bookings and meeting logistics, including setup, teardown, refreshments, and A/V
• Support reception coverage and general office operations

Administrative & Operational Support

• Prepare sales and new member kits, ensuring materials are current and available
• Provide administrative support to staff (presentations, reports, correspondence, etc.)
• Process payments for walk-in clients and assist Accounting as needed
• Manage Chamber Bucks retention program tracking and reconciliation
• Maintain accurate event attendance records for reporting and evaluation

Database & Reporting

• Act as the primary owner of the membership database, ensuring accurate and timely updates
• Manage directory coordination, verification reports, and returned mail follow-up
• Generate email lists and reports for staff as requested
• Compile and submit monthly "New & Noted" content for Business Voice
• Support internal training on CRM system

Mailing & Distribution

• Prepare and distribute member welcome letters and marketing materials
• Coordinate outgoing mail and courier logistics
• Additional Responsibilities:
  • Provide support to all staff as required
  • Maintain strong relationships with members, partners, and suppliers
  • Archive Business Voice magazines monthly (physical and digital)
  • Support reception duties related to RE/MAX visitors and deliveries

Education & Experience

COMPENSATION & BENEFITS:

• Salary: $42K - $47K (based on experience)
• Eligibility for annual bonus program
• Health & dental plan: After three (3) months, you will be eligible for the Chamber's group health plan. The organization and the employee share the costs 60/40.
• 3% RRSP matching: After three (3) months, you will be eligible for up to 3% matching on the Chamber's group RRSP through RBC.
• On-site gym
• Office closed between Christmas and New Years' Day
• Coffee station always stocked (and snacks, too!)

The Halifax Chamber of Commerce is committed to fostering a diverse, inclusive, and equitable workplace and encourages applications from individuals of all backgrounds and experiences.

Only candidates selected for an interview will be contacted.