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Receptionist/ Administrative Assistant

4 weeks ago

Jacksonville, United States Vaco Full time

Vaco Staffing is looking for a receptionist/ admin assistant for a large home builders association in the Jacksonville area.

Job Summary:
We are seeking a dynamic and detail-oriented Receptionist/Administrative Assistant to join the non-profit division of our large builders association. This role will serve as the first point of contact for our organization, handling a variety of administrative tasks, including answering and routing calls, assisting with network and sponsor events, and managing communication with donors and builder partners.

Key Responsibilities:


  • Front Desk Operations:
    • Answer and direct incoming phone calls in a professional and courteous manner.
    • Greet and assist visitors, ensuring a positive and welcoming experience.
    • Manage office mail, deliveries, and general inquiries.

  • Administrative Support:
    • Provide general administrative support to the non-profit division, including scheduling meetings and managing calendars.
    • Assist in preparing reports, correspondence, and other documents as needed.
    • Maintain office supplies inventory and order materials as required.

  • Event Coordination:
    • Support the planning and execution of network and sponsor events, including logistics, invitations, and on-site assistance.
    • Coordinate with vendors, sponsors, and participants to ensure successful event outcomes.

  • Donor and Partner Communication:
    • Make and return calls to donors, builder partners, and other stakeholders, providing updates and gathering information.
    • Assist in maintaining accurate records of interactions and contributions.
    • Help manage donor and partner databases, ensuring information is up-to-date and accurate.

  • Additional Duties:
    • Assist with other administrative tasks and projects as assigned by the supervisor.
    • Contribute to a positive team environment and support organizational goals.

Qualifications:


  • Education: High school diploma or equivalent; associate's degree or higher preferred.

  • Experience: 2+ years of experience in a receptionist or administrative support role, preferably within a non-profit or similar setting.

  • Skills:
    • Excellent verbal and written communication skills.
    • Proficient in Microsoft Office Suite (Word, Excel, Outlook) and experience with office equipment.
    • Strong organizational skills with attention to detail and the ability to manage multiple tasks simultaneously.
    • Ability to maintain confidentiality and handle sensitive information appropriately.
    • Friendly and professional demeanor with a commitment to providing exceptional customer service.

  • Additional Requirements:
    • Flexibility to work occasional evenings or weekends as needed for events.
    • Ability to work independently and as part of a team.