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OPEN POSITION – P/T Receptionist/Administrative Coordinator

PART-TIME RECEPTIONIST/ADMINISTRATIVE COORDINATOR

Overview of Position:

The Part-Time Receptionist/Administrative Coordinator serves an integral role at the League by greeting, welcoming and directing all visitors and callers appropriately and professionally. Provides general office support with a variety of clerical activities and related tasks. Assists in facilitating work and projects related to all areas of administration including Executive Assistance, Membership, Development, Office Management, Accounting, and Human Resources.

Essential Job Responsibilities:

Receptionist Duties:

  • Maintains safe and clean reception and visitor area by following office procedures
  • Supports and maintains continuity with staff by communicating appropriate information
  • Answers incoming calls, provides information and routes call as needed
  • Greets and directs visitors
  • Cordially assists members, staff, auxiliary members, volunteers and visitors
  • Prepares rooms for meetings/classes and assists in event preparation and support as needed
  • Maintains supply room
  • Receives, sorts and forwards incoming mail
  • Assists with other related clerical duties such as photocopying, faxing and filing as needed
  • Performs other duties as assigned

Administrative Coordinator:

  • Ensures Auxiliary members are completing required volunteer hours needed for FY tracking
  • Coordinates inputting of hours for non-auxiliary affiliated members (YPG, FMB, & LAL)
  • Maintains press and media kits ensuring they are up-to-date and available when needed
  • Assists with mass mailings for Membership & Development departments
  • Assists with special events as needed
  • Helps prepare and assemble materials in advance of Board and other meetings
  • Responsible for League social media calendar
  • Updates posts and blogs per social media calendar including time-sensitive updates, pre-and post-event communication, driving content, coordinating blogs and volunteer and external communications
  • Assists with membership recruitment (external postings/outreach activities), tracking and engagement
  • Manage League printed materials (eg brochures, letterhead, etc.)
  • Composes correspondence as needed
  • Drafts event fliers and event and/or appeal eblasts
  • Assists with mailings, acknowledgements and maintains records and other documents as directed
  • Assists with OSB Referral Coordination
  • Data entry and project support
  • Maintains confidentiality of all records and data
  • Conducts various online research as needed
  • Schedules meetings, calls and appointments
  • Responds to website inquiries
  • Performs other duties as assigned

Education and Experience:

  • Previous receptionist experience
  • Previous administrative assistant or clerical experience
  • Minimum three years of experience working in a similar capacity, preferably at a non-profit organization
  • Solid front desk experience working in a busy environment with the ability to multitask

Qualifications:

  • Hours are 1:00 pm – 5:00 pm, Monday through Friday (4 hours/day)
  • Provide all levels of administrative support including taking accurate, detailed fast notes, scheduling meetings, answering phones and performing routine administrative duties
  • Highly organized, self-motivated and able to manage projects, competing priorities and tight deadlines
  • Highly proficient with Microsoft Office Suite including Outlook, Word and Excel; internet applications; data entry; research and social media
  • Knowledge of Word Press, Google Docs, DonorPerfect, Adobe, Constant Contact, Eventbrite and SignUpGenius experience helpful but not required
  • Must possess excellent business writing and verbal communication skills
  • Ability to work successfully with representatives from various communities, organizations and neighborhoods with respect to diverse populations and cultures
  • Possesses a high level of personal and professional integrity, mature judgment and discretion
  • Possesses a strong work ethic and takes initiative
  • Strong customer service skills with the ability to convey information clearly and accurately
  • Ability to maintain confidentiality and to work with minimum supervision
  • Presents a professional appearance and manner
  • Must pass pre-employment background check
  • Bilingual (Spanish) a plus

Salary: $15.00 /hour

Please send cover letter & resume to:  hr@assistanceleaguela.org