Receptionist & Program Assistant
Reports to: Vice President
Summary: The Stuart/ Martin County Chamber of Commerce is seeking a professional, organized, and service-oriented Program Assistant to serve as the first point of contact for members and visitors while managing the Chamber’s Virtual Office Program. This dual-role position supports the daily administrative needs of the Chamber and provides critical services to businesses utilizing virtual office amenities, including mail handling, meeting space scheduling, and related support.
Key Responsibilities
Front Desk/Reception
• Welcome and assist walk-in visitors, members, and guests in a friendly and professional manner
• Answer and route phone calls and respond to general inquiries via email
• Check and return messages
• Maintain a clean and welcoming reception and lobby area
• Restock lobby visitor brochures and chamber promotional material
• Manage incoming and outgoing mail and deliveries for the Chamber and virtual office clients
• Perform general administrative duties (data entry, filing, document prep, etc.)
o Post press releases and community events on chamber website
o Log attendance after each event and send the sponsors the list in excel
o Help maintain board folders
o Monthly mailings i.e. invoices, letters, promotions
o Call members to promote attendance
o Help maintain member records and groups in Chamber Master
• Schedule and manage use of meeting spaces including collecting contracts and payments
• Maintain tidy meeting spaces, bathrooms, and common areas in the building
• Order and restock kitchen and office supplies
• Facilitate member touchpoints through mailings and text messages
• Represent the Chamber positively and professionally at all times
Virtual Office Program
• Manage daily operations of the Virtual Office Program, including onboarding new clients
• Ensure accurate mail handling, forwarding, and pickup procedures for virtual tenants
• Coordinate meeting room reservations, access, and setup for clients
• Maintain updated records of virtual office members and services used
• Monitor billing and renewals in coordination with the finance
• Promote the virtual office program to prospective members and assist with service inquiries
• Gather feedback from virtual clients to improve services and satisfaction
Required Skills/Abilities:
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proven ability to meet deadlines
• Ability to prioritize tasks
• Ability to function well in a high-paced and at times stressful environment
• Proficient with Microsoft Office Suite or related software
• Proficient in Microsoft Excel
• Empathy and patience
• Organizational skills
• Database management experience
Education and Experience:
• High School Diploma
• 2+ years of administrative experience, customer service or office manager experience
Physical Requirements:
• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 15 pounds at times
Hours/ Expectations
• M-F 8:30 AM to 4:30 PM
• 30-min. lunch
Apply
ahoffman@stuartmartinchamber.org
