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About the Role
Are you a welcoming, customer-focused professional with a knack for seamless communication, organization, and administrative support? Do you thrive in a dynamic, high-energy environment where your positive first impression sets the tone for visitors, staff, and external partners?
We are seeking a reliable, polished Office Specialist to manage our main office reception and telephone communications. Reporting to the Chief of Staff with direct supervision from the Sr. Administrative Coordinator, you will serve as the face and voice of our administrative offices handling inquiries, welcoming guests, managing office supplies and meeting logistics, and providing vital support across departments.
What You’ll Do
● Main Line & Inquiries Management:
○ Answer incoming calls to the main telephone line with a warm, professional demeanor and route them effectively
○ Respond to general online inquiries in a timely manner.
○ Handle incoming and outgoing mail, packages, deliveries, and courier requests.
● Guest Greeting & Office Hospitality:
○ Welcome guests to the museum office space and announce their arrival to the appropriate staff members
○ Maintain organization of office and storage areas
○ Assist in ordering catering, gifts, and packages
● Office & Clerical Support:
○ Track and order office supplies to ensure uninterrupted operations
○ Process credit card reports for executive staff
○ Provide support for the Executive Team.
● Cross-Departmental Assistance:
○ Support communication across teams for office updates, visitors, deliveries, repairs, and day-to-day workplace needs.
○ Complete other duties as assigned.
Who You Are & What You Bring
● Experience & Education: High school diploma or GED required; 1+ year of administrative or receptionist experience preferred.
● Strong Communicator: Excellent verbal and written communication skills with a professional, welcoming presence; bilingual fluency in Spanish is a plus.
● Tech & Office Skills: Proficient basic Microsoft Office skills; comfortable operating standard office equipment (phone, computer, printer, copier).
● Organized & Discretion-Minded: Dependable with strong attention to detail and high sensitivity to confidentiality regarding internal operations and executive communications.
Why Join Us
● Work with a collaborative, supportive team that values hard work and a bit of fun.
● Thrive in a culture that celebrates accountability, curiosity, and kindness.
● Make a meaningful impact, your voice and ideas are valued.
● Enjoy competitive pay, benefits, professional development, and room to grow.
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