Administrative Assistant - Part-Time

Fortsmithchamber; Fort Smith (AR); On-site; USD 17,000 - 25,000; Part time

Job summary

The Fort Smith Regional Chamber of Commerce is seeking a highly organized Administrative Assistant for a part-time role. You will support daily office operations, member engagement activities, and event coordination to ensure a positive experience for our members and stakeholders.

Responsibilities include greeting visitors, maintaining records, and assisting with communications and meetings. The position emphasizes accuracy, confidentiality, and collaborative teamwork in a nonprofit setting.

Qualifications

• Strong customer service orientation and professional demeanor.
• Ability to maintain records, databases, and filing systems.
• Familiarity with member communications and event support.
• Experience supporting office operations in a nonprofit or membership-based organization.

Responsibilities

• Greet visitors, answer inquiries, and provide exceptional frontline service.
• Maintain office calendars, room reservations, and meeting notices.
• Manage member records, packets, and outreach materials.
• Assist with event coordination, registrations, and post-event follow-up.
• Support payment processing, invoicing, and basic financial tasks.

Skills

Exceptional customer service

Organizational skills

Time management

Verbal and written communication

Confidentiality

Microsoft Office Suite

Tools

Microsoft Word

Excel

Outlook

Teams

CRM/database management

Canva

Job description

About the Fort Smith Regional Chamber of Commerce

The Fort Smith Regional Chamber of Commerce is committed to promoting economic growth, supporting local businesses, and strengthening our community. We are seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant.
This part-time position plays a vital role in the daily operations of the Chamber and provides administrative, member service, and event support to ensure a positive experience for our members and stakeholders.

Position Summary

The Administrative Assistant supports the efficient operation of the Chamber office by providing administrative assistance, maintaining records and databases, assisting with member engagement activities, and delivering exceptional service.
FLSA Status: Non-Exempt
Employment Type: Part-Time

About the Fort Smith Regional Chamber of Commerce

The Fort Smith Regional Chamber of Commerce is committed to promoting economic growth, supporting local businesses, and strengthening our community. We are seeking a highly organized, detail-oriented, and customer-focused Administrative Assistant.
This part-time position plays a vital role in the daily operations of the Chamber and provides administrative, member service, and event support to ensure a positive experience for our members and stakeholders.

Position Summary

The Administrative Assistant supports the efficient operation of the Chamber office by providing administrative assistance, maintaining records and databases, assisting with member engagement activities, and delivering exceptional service.
FLSA Status: Non-Exempt
Employment Type: Part-Time

Essential Duties and Responsibilities

Office Administration

• Greet and welcome visitors, members, and guests in a professional and courteous manner.


• Answer and direct incoming phone calls and assist callers with inquiries.


• Maintain a clean, organized, and professional reception area, lobby, and common spaces.


• Manage meeting room reservations and office calendars.


• Maintain the Chamber's central event and organizational calendar.


• Order and inventory office and kitchen supplies, ensuring stock levels are maintained.

Member & Database Management

• Maintain and update member records, contact information, and organizational databases.


• Assemble and replenish membership related packets.


• Assist with member communications, correspondence, and outreach initiatives.


• Support Chamber leadership with drafting letters, emails, and other communications as assigned.

Meeting & Event Support

• Prepare meeting notices, agendas, reminder communications, and meeting materials.


• Register attendees for Chamber events and programs.


• Maintain and reconcile event registration and attendance records.


• Record attendance for Board of Directors and committee meetings.


• Assist with Chamber events and special projects as assigned.


• Upload event photos, videos, and highlights to designated platforms as requested.

Financial & Administrative Support

• Assist with payment processing and recording of member payments.


• Support invoice preparation and billing activities.


• Assist with member account follow-up and collection efforts.


• Perform general administrative tasks and other duties as assigned.

Qualifications

Knowledge, Skills, and Abilities

• Exceptional customer service and interpersonal skills.


• Strong organizational, time management, and multitasking abilities.


• High attention to detail and accuracy.


• Ability to work independently with minimal supervision.


• Excellent verbal and written communication skills.


• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.


• Ability to maintain confidentiality and handle sensitive information appropriately.


• Comfortable working in a dynamic environment with changing priorities.


• Demonstrated commitment to professionalism and relationship-building.


• Ability to represent the Chamber positively with members, community leaders, and stakeholders.

Preferred Qualifications

• Previous administrative, office support, customer service, or nonprofit experience preferred.


• Experience with CRM/database management systems is a plus.


• Experience using Canva or similar design and content creation platforms to develop basic marketing materials, event promotions, presentations, and social media content.


• Event coordination experience is beneficial.