Position Summary The Receptionist serves as the first point of contact for members, guests, and vendors of the Palo Alto Elks Lodge and Event Center. This role is responsible for creating a welcoming, efficient, and well-organized front office experience while providing critical administrative and communications support. The ideal candidate is proactive, detail-oriented, and consistently looks for ways to enhance member experience and support Lodge operations. The position is 20 hours a week, Monday through Friday, 12:00 pm - 4:00 pm.

Key Responsibilities

Front Desk & Member Experience

Ensure a welcoming, organized, and efficient reception area to create a positive first impression for members and visitors.

Greet all members, vendors, and visitors upon arrival with professionalism and warmth.

Answer and route incoming calls promptly to avoid delays in communication between members, guests, and Lodge leadership.

Quickly and consistently respond to incoming emails and manage daily inbound messages from members and prospective members and events clients.

Escalate inquiries outside the scope of the role to the appropriate owner with urgency and clarity.

Communications & Collateral

Own the full process of creating Lodge collateral, including flyers, posters, and online event notifications.

Compose and distribute weekly email updates to the membership highlighting upcoming events, volunteer opportunities, and other “must-know” items.

Administrative & Operational Support

Support the Secretary in fulfilling the duties of the Lodge.

Provide in-office support for Lodge needs, including large mailings, printing projects, and postage runs.

Supervise and coordinate maintenance of office equipment (copier, fax machine, etc.)

Assist with additional Lodge and Event Center responsibilities as requested.

Continuous Improvement & Initiative

Actively look for opportunities to enhance and modernize office processes.

Identify ways to improve member and guest experiences while increasing efficiency and reducing downtime.

Anticipate team needs and proactively offer support beyond assigned responsibilities.

Qualifications

Prior receptionist, administrative, or customer-facing experience required.

Strong written and verbal communication skills.

High level of organization and attention to detail.

Ability to multitask and manage competing priorities.

Comfortable with email platforms, document creation, and basic office technology.

Demonstrated proficiency in tools including Microsoft Excel and website content management platforms (e.g., Wix).

Professional demeanor with a service-oriented mindset.

Familiarity with the Elks or other Fraternal or non-profit organizations