POSITION SUMMARY

The Specialist, Guest Experience & Office Operations plays a central role in creating a welcoming, engaging, and well-organized workplace that reflects the mission, values, and culture of Community Foundation Tampa Bay.

Reporting to the Chief of Staff, this position serves as the welcoming face of the Foundation, providing exceptional hospitality and professional front-desk services to staff, Trustees, donors, volunteers, and community partners. The Specialist takes ownership of daily workplace operations, ensuring that office facilities, meeting spaces, technology, and services function smoothly and efficiently.

Beyond traditional office coordination, this position helps foster a positive and collaborative workplace culture through employee welcoming and onboarding activities, staff recognition, internal communications, and engagement initiatives. The Specialist also coordinates meetings, events, and Regional Council activities, helping ensure that volunteers and guests feel valued, informed, and connected to the Foundation’s mission.

The ideal candidate is an experienced, resourceful, and service-oriented professional who anticipates needs, takes initiative, exercises sound judgment, and independently manages competing priorities. This hands-on role requires someone who takes pride in the details, enjoys supporting others, and consistently seeks opportunities to enhance the workplace experience.

While the position has no supervisory responsibilities, it requires a high level of professionalism, discretion, accountability, and ownership in supporting the Foundation’s people, operations, and organizational culture.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Front Office & Guest Experience

• Serve as the primary front-desk contact during office hours; warmly greet and assist visitors, answer and route telephone calls, respond to general inquiries, and process mail and deliveries.
• Anticipate guest needs and provide an exceptional, informed, and welcoming experience that reflects the Foundation’s mission and values.
• Provide knowledgeable, responsive, and confidential service to staff, Trustees, donors, volunteers, grantees, and community partners; follow visitor access and office security procedures.

Workplace Operations & Facilities

• Keep the Tampa office professional, clean, orderly, well-stocked, secure, and ready for daily operations; coordinate needs at other Foundation locations as assigned.
• Monitor supplies and office equipment, arrange approved purchases, track routine expenses, verify vendor invoices as assigned, and recommend cost-conscious improvements.
• Coordinate with building personnel, internal IT, and service vendors on facilities, equipment, conference-room technology, and routine troubleshooting; track requests through resolution and monitor service quality.
• Assist the Chief of Staff with workplace safety communications, emergency preparedness procedures, and business continuity readiness; maintain related checklists and resources.
• Identify opportunities to improve office procedures, operational efficiency, and the overall workplace experience; recommend and help implement practical solutions.

People & Workplace Culture

• Coordinate the employee welcoming and onboarding experience, including workspace preparation, orientation schedules, introductions, welcome materials, and activities that help new team members feel connected to the Foundation.
• Coordinate administrative offboarding logistics, including departure checklists, equipment returns, and workspace transitions in partnership with designated staff.
• Plan and coordinate approved staff recognition, milestone celebrations, appreciation activities, and engagement initiatives that foster a welcoming, collaborative culture.
• Prepare and distribute approved workplace communications and staff activity calendars; maintain current employee-facing office resources and gather informal workplace feedback to recommend improvements.

Meetings, Events and Volunteer Engagement

• Coordinate meeting and event hospitality, including room scheduling, setup and breakdown, catering, supplies, and Zoom Room, Microsoft Teams, and related technology.
• Coordinate calendars, invitations, RSVPs, communications, and logistics for assigned Foundation meetings.
• Coordinate Regional Council communications, meeting logistics, and volunteer engagement activities, helping members feel welcomed, informed, appreciated, and connected to the Foundation’s work.
• Provide backup support for Foundation software and administrative workflows as front-desk coverage and operational priorities permit; perform other related duties as assigned.

Special Projects & Continuous Improvement

• Maintain documented office procedures, operational records, checklists, and relevant administrative resources in an organized and accessible manner.
• Independently coordinate assigned operational projects, including timelines, vendors, follow-up, and completion; recommend practical improvements and escalate sensitive or significant issues to the Chief of Staff.

KNOWLEDGE, EXPERIENCE AND QUALIFICATIONS

• Three to five years of progressively responsible experience in professional reception, office administration, workplace operations, hospitality, employee experience, or a related field.
• High school diploma or equivalent required; associate degree preferred; equivalent relevant experience considered.
• Demonstrated ability to independently coordinate workplace operations, resolve routine issues, manage competing priorities, and complete projects with reliable follow-through.
• Excellent interpersonal, written, and verbal communication skills, with a polished, service-oriented professional presence; experience supporting executives, boards, or external stakeholders preferred.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, and related systems; experience with hybrid meetings, vendors, onboarding, or employee engagement preferred.
• Ability to exercise sound judgment and maintain confidentiality; nonprofit or community foundation experience and bilingual English/Spanish skills preferred.

REQUIRED BEHAVIORS AND SKILLS

• Delivers thoughtful guest and employee service while maintaining reliable front-desk coverage and handling frequent interruptions.
• Demonstrates initiative, ownership, discretion, accountability, flexibility, attention to detail, and a collaborative approach.
• Anticipates workplace needs, prioritizes effectively, follows through on commitments, and knows when to escalate concerns.

PHYSICAL DEMANDS

• Light to moderate office activity, including extended periods of sitting, standing, and walking; use of computers and office equipment; ability to lift up to 30 pounds and move tables, chairs, and event materials; and frequent movement throughout the facility. Essential duties may be performed with reasonable accommodation.

TRAVEL DEMANDS

• Minimal local travel may be required for meetings, events, and Foundation activities. Reliable transportation and ability to travel locally are required.

ADDITIONAL INFORMATION

No Community Foundation Tampa Bay job description or policy may be interpreted to permit violations of local, state, or federal law. Community Foundation Tampa Bay is an Equal Opportunity Employer and values diversity in the workplace. Employment is contingent upon successful completion of a background check.