Receptionist/Field Engagement Assistant

Job Summary:

The receptionist/field engagement assistant is the first point of contact for association members, guests and vendors, providing a welcoming, service-oriented experience. This role supports members and guests who request and reserve meeting spaces by coordinating room logistics and serving as an on-site problem solver to help meetings run successfully. The position also maintains core receptionist responsibilities including phone coverage, visitor management and administrative coordination to uphold a professional and efficient lobby environment.

Responsibilities:

• Open the MHA headquarters lobby and greet, check-in and assist members, visitors and vendors; provide wayfinding, building access guidance, and general association information.
• Answer, screen and route incoming calls and messages; respond to routine inquiries or direct them to the appropriate department.
• Maintain front desk coverage, coordinate breaks and back-up coverage to ensure uninterrupted service.
• Manage and ensure accuracy of meeting room reservations, minimizing scheduling conflicts and ensuring readiness for all meetings.
• Serve as the point of contact for emergency procedures for the front desk/lobby area.
• Perform clerical and administrative tasks as needed.
• Coordinate with building management and internal teams on security, maintenance, cleaning and room readiness to support member meetings and events.
• Communicate and reinforce meeting room guidelines and processes with members (reservation policies, room use expectations, after-hours procedures).
• Create and maintain front desk and meeting room checklists, room set-up standards and quick-reference guides.
• Assist Field Engagement projects as needed.

Required Skills:

• Excellent verbal communication skills.
• Excellent interpersonal and customer service skills.
• Prompt, courteous, and reliable; able to work with limited supervision and maintain confidentiality.
• Knowledge of administrative clerical procedures and systems.
• Ability to professional represent MHA with discretion and sound judgment, anticipating the needs of members, guests and outside groups visiting and/or using facilities.
• Proficient in Microsoft Office (Microsoft 365).
• Basic proficiency with Adobe Acrobat and Microsoft Excel.
• Proficient with the Zoom meeting platform.

Required Education:

• High school diploma required; associate's degree preferred.
• One to three years of experience in administrative, customer service, hospitality or office support roles.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.

Working Conditions:

Primarily works in a well-lighted, well-ventilated, tobacco-free environment.