Administrative Assistant/receptionist

Administrative Assistant/Receptionist

**Reports To**

Executive Director

**Job Summary**

The Administrative Assistant, under the direction of the Executive Director, will primarily be responsible to prepare, review, and/or edit various forms of correspondence. This position will manage and administer inbound and outbound mail. This role will also act as a first point of contact and provide general information to staff, clients, and the public. The Administrative Assistant must possess ability to adapt to new technology and ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times.

**Competencies**
- **Attention to Detail** - Attends to details and pursues quality in the accomplishment of tasks, regardless of the volume of duties encountered.
- **Client/Customer Focus** - Provides superior service to both internal and external customers.
- **Communication**:

- Expresses and transmits information with consistency and clarity.
- **Cultural Sensitivity** - Promotes an inclusive environment exemplified by understanding all cultural groups.
- **Organization**:

- Able to create or maintain processes to ensure all relevant information or tools are easily accessible.
- **Ownership** - Takes pride in the work that is accomplished, and understands the function of tasks within the larger picture of the organization. Ensures deadlines are met and work is completed properly.
- **Professionalism** - Demonstrates professional standards of conduct when governing interactions between individuals in a business environment.
- **Resourceful** - Responds to difficult situations or workplace requirements by using the available tools and information to support decisions and solutions.
- **Time Management** - Balances a myriad of tasks; prioritizes duties as needed
- **Teamwork**:

- Works cooperatively and effectively with others to reach a common goal. Participates actively in group activities fostering a team environment.

**Job Duties**
- Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions
- Answer telephone and electronic inquiries and relay/transfer telephone calls and messages to the appropriate departments
- Administer and manage inbound and outbound mail, including priority post, packages, courier services, and other correspondence
- Receive and file documents and vital records and maintain all files in accordance with policy and procedures
- Provide administrative support to coworkers and management
- As a front-line worker, present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders
- Maintain the reception area in a tidy and presentable manner
- Maintain a professional appearance, demeanor, and attitude at all times
- Maintain a high level of confidentiality in all interactions
- Handle customer complaints as they arise, escalating to the appropriate individual as deemed necessary
- Schedule and confirm appointments, meetings, and conferences for management team and/or clients/customers
- Arrange and book meetings in boardrooms and offsite and ensure the appropriate presentation equipment and necessities are there.
- Photocopy and organize documents for distribution, mailing, binding, and filing
- Prepare correspondence and perform general office and clerical duties
- Operate computerized inventory recordkeeping and re-ordering systems
- Maintain computer lab updates and software, and make sure lab is tidy and ready for users
- Maintain and monitor office supply inventory levels; prepare requisitions as required; and arrange for servicing of office equipment
- Provide information to staff and/or clients about special activities
- Assist to ensure that the appropriate evacuation procedures are carried out in the event of an emergency
- Observe and report any security issues to the Executive Director
- Participate in any required company training
- Other duties as assigned

**Job Requirements**
- High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment
- Knowledge of supplies, equipment, and/or services ordering, as well as inventory control of these items
- Ability to adapt to new technology
- Strong writing, editing, and proofreading skills
- High level of integrity and work ethic
- Demonstrated time management skills
- Superior telephone manners and strong interpersonal skills that allow one to work effectively in a diverse environment
- Ability to take constructive criticism
- Ability to remain calm and poised in urgent situations and deal with people sensitively, tactfully, diplomatically, and professionally at all times
- Ability to effectively communicate both verbally and in writing
- Ability to prioritize and manage conflicting demands
- Ability to respond quickly in a dynamic and changing environment
- Ability to work in