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Job/Volunteer Opportunities

Executive Assistant/Office Manager

ESSENTIAL FUNCTIONS:
Executive Support

  • Monitors progress, coordinates, and prioritizes CEO’ s workflow.
  • Advises on and prepares minutes, agendas, policies, and documents for the RACVB board, RACVB charitable foundation board and other RACVB stakeholders.
  • Uses discretion and independent judgment in handling confidential and sensitive information in connection with the CEO’ s responsibilities.
  • Assists in the planning and execution of GoRockford events, as requested.
  • Maintains established timeline, preparation, and submittal of Board monitoring reports; including drafting reports as requested.
  • As directed by the CEO, plans, and organizes special Board meetings and retreats that focus on long-term plans, issues, and opportunities.
  • Assists with accounting and finance, including grants, documents, and filing, as needed.
  • Other duties may be assigned.

Administrative Support

  • Schedules and confirms meetings and appointments for the President/CEO, senior staff, and board committees.
  • Makes travel arrangements as necessary and prepares expense reports.
  • Makes copies, sends communication, and composes and drafts letters, memos, and presentations for the President/CEO.
  • Opens, sorts, and distributes mail.
  • Makes local deliveries, on occasion, for President/CEO or other staff.
  • Responds to calls, voice mails, e-mails, and correspondence for the President/CEO.
  • Maximizes technology to efficiently support the President/CEO in managing schedules and communication.
  • Serves as a valuable “ go to” person for senior management team, by assisting them in day-to-day tasks, contributing to their success in performance and productivity, and seeking ways to amicably solve problems pertaining to staff relations.
  • Manages staff recognition program, including birthdays, anniversaries, and special celebrations.

Technology Coordinator

  • Provide server administration (new users, login, passwords, etc.).
  • Resolve day to day PC and printer issues with guidance and assistance from IT service provider, as necessary.
  • Maintain relationship with and schedule services with IT service provider.
  • Maintain phone system through day-to-day system management (problems, new users, phone list updates, speed dials, holiday recordings).
  • Maintain copiers and schedule repairs, as necessary.
  • Provide office training on phone system, copiers, computer software and peripherals, and other equipment.

Office Manager

  • Communicate operational policies and procedures, as necessary.
  • Oversee scheduling day-to-day maintenance of the building and grounds.
  • Maintain inventories of office and kitchen supplies and order as needed to ensure smooth office operations.
  • Assist with the purchase of office equipment, services, and maintenance agreements.
  • Serve as the ‘ point-person’ for the RACVB in greeting guests in person and on the phone.
  • Process and distribute in-coming and out-going mail and packages (UPS, FedEx etc.).
  • Ensure reception area and all common areas are clean, including meeting rooms and kitchen, at the beginning and end of day.
  • Prepare for internal and external meetings by stocking meeting rooms with beverages, setting up electronic equipment, and other prep, as necessary.
  • Maintain brochure racks, kiosks and posting board in the reception area by filling and straightening racks, removing dated materials, and ordering brochures, as necessary.
  • Open and close office, including unlocking doors, making coffee, checking mailbox, etc.

EDUCATION/EXPERIENCE REQUIREMENTS:

  • Three to five years related experience; or equivalent combination of education and experience.
  • Prior work experience for an executive level leader, board governance, monitoring and minute taking preferred. Destination/tourism work experience is a plus.
  • Candidate should demonstrate an innovative use of strategy, creativity, collaboration, and project management skills to produce meaningful results.
  • Candidate should project professionalism and confidence while willing to roll up the sleeves when necessary.
  • Must have valid driver’ s license and reliable personal transportation. May need to attend a morning, evening, or an occasional weekend meeting/event.

Please apply directly to the Executive Assistant/Office Manager role or contact Keri Benhoff at keri.benhoff@furstexec.com.

Volunteer Opportunities

RACVB is involved with several sports tournaments and events that need volunteers! A wide variety of volunteer opportunities come up each year, so be sure to check back frequently to see what you can get involved with! 

If you are interested in adding your name for future opportunities, please send an email to info@gorockford.com with your name and some information about yourself.  We are also looking for volunteers for Stroll on State.  Please email Julie Huber if you are interested at jhuber@gorockford.com.