Description

Position Title: Office Administrator

Position Summary

The Office Administrator serves as the first point of contact for members, visitors, and the public while providing administrative support to ensure the efficient daily operation of the Chamber office. This part-time position is responsible for creating a welcoming environment, managing front office functions, supporting Chamber staff and committees, and assisting with a variety of administrative tasks that contribute to exceptional member service and organizational efficiency.

Primary Responsibilities

Office Administration

1. Welcome members, guests, and visitors in a professional and friendly manner.
2. Answer, screen, and direct incoming phone calls and respond to general inquiries.
3. Receive and distribute incoming mail and deliveries.
4. Order and maintain office supplies and equipment.
5. Maintain an organized, clean, and professional reception and office environment.
6. Assist with scheduling meetings and maintaining calendars as assigned.
7. Prepare meeting rooms and coordinate meeting materials.
8. Maintain organized electronic and paper filing systems.
9. Assist staff with administrative projects and other duties as assigned.

Committee & Board Support

1. Attend committee meetings as assigned and prepare accurate meeting minutes.
2. Assist with meeting preparation, agendas, packets, sign-in sheets, and follow-up correspondence.
3. Maintain committee records and files.

Member Engagement & Customer Service

1. Provide exceptional customer service to members, prospective members, and community partners.
2. Assist members with general questions regarding Chamber programs, events, and services.
3. Maintain accurate member contact information and database records.
4. Assist with membership mailings, welcome packets, and informational materials.
5. Support Chamber events through administrative preparation, registration assistance, and attendee check-in as needed.
6. Help ensure every visitor and member interaction reflects the Chamber's commitment to outstanding service.

Qualifications

1. Excellent customer service and interpersonal skills.
2. Strong written and verbal communication abilities.
3. Highly organized with exceptional attention to detail.
4. Ability to manage multiple priorities while maintaining a positive attitude.
5. Proficiency in Microsoft Office (Word, Excel, Outlook) and general office technology.
6. Ability to maintain confidentiality and professionalism.
7. Experience taking meeting minutes preferred.
8. Previous administrative, receptionist, or office support experience preferred.

Ideal Candidate

The ideal candidate is friendly, organized, dependable, and enjoys working with people. They understand that they are often the first impression of the Chamber and take pride in creating a welcoming, professional experience for every member, visitor, and community partner. They are proactive, detail-oriented, comfortable juggling multiple responsibilities, and enjoy supporting a collaborative team. A positive attitude, strong communication skills, and a commitment to excellent customer service are essential.

Work Schedule

Part-time (approximately 20–25 hours per week), with a consistent weekday schedule to be determined. Occasional flexibility may be required to attend committee meetings or Chamber events.

Reports To

President & CEO and Management staff

Responsibilities

Office Administration

1. Welcome members, guests, and visitors in a professional and friendly manner.
2. Answer, screen, and direct incoming phone calls and respond to general inquiries.
3. Receive and distribute incoming mail and deliveries.
4. Order and maintain office supplies and equipment.
5. Maintain an organized, clean, and professional reception and office environment.
6. Assist with scheduling meetings and maintaining calendars as assigned.
7. Prepare meeting rooms and coordinate meeting materials.
8. Maintain organized electronic and paper filing systems.
9. Assist staff with administrative projects and other duties as assigned.

Qualifications

1. Excellent customer service and interpersonal skills.
2. Strong written and verbal communication abilities.
3. Highly organized with exceptional attention to detail.
4. Ability to manage multiple priorities while maintaining a positive attitude.
5. Proficiency in Microsoft Office (Word, Excel, Outlook) and general office technology.
6. Ability to maintain confidentiality and professionalism.
7. Experience taking meeting minutes preferred.
8. Previous administrative, receptionist, or office support experience preferred.

Learning Objectives

1. Deliver Exceptional Member & Visitor Service Greet members, guests, and visitors in a professional, welcoming, and helpful manner.
2. Provide a positive first impression of the Chamber through in-person, phone, and email interactions.
3. Direct inquiries to the appropriate staff member while resolving routine questions independently.
4. Manage Front Office Operations Efficiently Maintain an organized, professional reception area.
5. Answer and route incoming calls accurately and courteously.
6. Manage incoming and outgoing mail, deliveries, and office communications.
7. Order and maintain office supplies while monitoring inventory and expenses.
8. Support Chamber Meetings & Events Prepare meeting materials, agendas, and room setup as needed.
9. Take accurate meeting minutes and distribute them promptly.
10. Assist with registration, logistics, and administrative support for Chamber events and programs.
11. Maintain Accurate Records Enter and update member information in the Chamber's database.
12. Maintain organized electronic and physical filing systems.
13. Ensure confidential information is handled appropriately.
14. Support Organizational Communication Respond to routine member inquiries in a timely manner.
15. Assist with scheduling meetings and maintaining shared calendars.
16. Coordinate internal communications between staff and committees.
17. Promote Member Engagement Learn Chamber programs, benefits, and services to confidently answer member questions.
18. Encourage participation in Chamber events and programs during member interactions.
19. Recognize opportunities to connect members with staff, committees, or networking opportunities.
20. Demonstrate Professionalism & Teamwork Prioritize multiple tasks while meeting deadlines.
21. Work collaboratively with all Chamber staff.
22. Exhibit professionalism, confidentiality, and a solutions-oriented attitude.
23. Develop Knowledge of Chamber Operations Understand the Chamber's mission, strategic priorities, and member value proposition.
24. Become familiar with key community partners, Board members, and major investors.
25. Continuously seek opportunities to improve office efficiency and member experience.

Contact Information