Project Administrative Specialist

The Tacoma-Pierce County Chamber is a regional organization of businesses and leaders dedicated to making the South Sound the best place to do business. Together we strive to proactively advocate for business, build networks, make connections, provide equitable resources, and develop leaders to move us forward. Our vision is to make the South Sound the most equitable, inclusive, and thriving place to do business in Washington State.
 
The Project Administrative Specialist is responsible for coordinating high level administrative functions and managing special projects. Under the direct supervision of the CEO/President this position provides administrative and project/program support for the Executive Team and the Chamber Board of Directors.  
 
Special project management includes the Pierce County Business Accelerator (PCBA) with a 2023 budget of $800k designed to serve 170 businesses.  The role will provide critical oversight, contract administration, and management of the relationships with Pierce County and project vendors.  The administrator will represent the interests of the Chamber and Pierce County throughout the program as it works to help strengthen businesses.
 
The successful candidate will have an array of abilities that allows them to manage projects, tasks, vendors, people, and budgets.  In leveraging these skills, the Project Administrative Specialist will have a significant impact on making the South Sound a great place to do business.
 
Candidate Abilities

• Work independently and collaboratively on special projects with excellent time management and problem solving.
• Plan and coordinate simultaneous projects at the same time within different chamber programs.
• Understand racial and cultural differences while being sensitive to issues and concerns of communities of color and other diverse groups.  
• Interact and communicate effectively with diverse stakeholders to provide excellent customer experiences.
• Review contracts, invoices, and budgets with attention to detail.

 
Job Duties
Project Management (80%)

• As the primary contact, communicate and disseminate project plans and information to partners and staff in a timely and efficient manner.
• Schedule and organize program logistics such as meetings, travel, graduations, and site tours.
• Provide support for instructors and help participants navigate special project activities as needed.
• Assist with check requests, record retention, vendor billing, budget preparation and management, and payment processing.
• Manage detailed data reports and tracking systems for projects approved by the CEO and Executive Team.
• Manage the training and support of 170 businesses, $800k budget, and key external relationships involved in the PCBA program. 

 
Administrative Duties (20%)

• Act as a liaison for the CEO with board members, outside agencies, high-level staff, and elected officials. 
• Handle confidential information and respond timely when it comes to policies and procedures.
• Execute administrative duties for the CEO including but not limited to note taking, scheduling and calendar management, prioritization of projects, assigned events, support for deliverables and meeting deadlines.
• Manage and coordinate vendors, programing, participants, office equipment and supplies, communications, computer and tech support, scheduling, and logistics for assigned projects. 

Work Environment
This job operates in a professional office environment and typically requires the staff person to work from the office.  This role routinely uses standard office equipment such as computers, phones, photocopiers, electronic and paper filing systems.  This position will require some off-site work outside of normal business hours.  This position will have a flexible schedule to best accommodate the responsibilities assigned.  A sample work week is 9 am to 4:30pm, 5 days a week (.5 hours for lunch) for 35 hours + 5 hours of flex time for events/etc for a total of 40 hours.
Besides computer and desk work this position requires the ability to occasionally lift between 10 to 20 pounds for event set-up and take-down as well as lifting food and beverage supplies as needed for events.  Further, this position will require employee provided transportation to events and meetings.
*** Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Compensation
This is a full-time, at-will, exempt position.  Dependent on experience, the compensation is expected to be $60,000-$70,000 per year.  This position also includes an array of benefits including ORCA transit pass, 401(k) with 4% employee match, an employer funded wellness spending account, short- & long-term disability insurance, AD&D insurance, dental insurance, 11 paid holidays, and 16 days of paid time off (PTO) per year.
 
It is the policy of the Tacoma-Pierce County Chamber that employment decisions are based on merit, qualifications, and competence. Employment practices will not be influenced or affected by virtue of an applicant’s or employee’s race; religion; color; national origin; age; sex; genetic information; the presence of a sensory, physical, or mental disability; marital status; military status; sexual orientation; gender identity; actual or perceived victims of domestic violence, sexual assault, or stalking; or on any other basis protected by federal, state, or local law.  This policy governs all aspects of employment, evaluation, promotion, assignment, discharge, and other terms and conditions of employment. The Tacoma-Pierce County Chamber encourages people from diverse backgrounds to apply.

Required Education and Experience

• High school diploma. (Associates or higher degree preferred.)
• At least 3 years of CEO or Executive Director administrative experience or project management experience. (5 years preferred.)
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).  Competent in cloud file storage like SharePoint and Dropbox, Zoom video conferencing, and database management.

​Please email the following materials to: HR@TacomaChamber.org   DEADLINE TO APPLY IS APRIL 28, 2023

• Cover letter explaining how you learned of the position and reason of interest.
• Resume highlighting relevant experience, education, knowledge, skills, and abilities.
• Three professional references