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Administrative Assistant

3 months ago

Itasca, United States Gift of Hope Full time

Overview:
Function as front desk receptionist in Itasca office to greet guests; receive and route all incoming telephone calls and faxes; sort and deliver mail; order food; provide administrative support for special projects as assigned

Compensation for this position is $18.00-$22.00 per hour

**Responsibilities**:
The following essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation.
- Advance Gift of Hope’s mission, vision and core values: providing compassionate service, contributing to outstanding teams and engaging as one of our passionate people committed to a positive culture that embraces diversity, equity, inclusion and belonging. Adhere to all policies and procedures in carrying out the responsibilities of this position.
- Greet, sign-in and distribute visitor badges to guests and connect them to appropriate staff member/department
- Answer and route incoming phone calls; take messages and direct calls to appropriate staff member/department
- Provide callers with information such as company address, fax number, website, driving directions and other related information
- Maintain a log of phone calls received
- Receive, sort and deliver incoming mail to appropriate staff member/department
- Prepare, post and send outgoing mail
- Prepare and distribute public relations collateral
- Keep reception area clean, safe and organized
- Order meals for in-house and off-site meetings; track orders; match orders with invoices/receipts and submit to Finance for payment
- Provide administrative support on special projects as assigned, e.g., iTransplant lookups, online data collecting, etc.
- Other duties as assigned

Qualifications:
**Education and Training Required**

The following identifies the minimum education and training required to perform the essential functions of the job:

- High school diploma or GED equivalent

**Experience and Skills Required**

The following indicates the minimum skills and experience required to perform the essential functions of the job:

- 2 years’ receptionist experience
- Excellent phone etiquette
- Ability to use computer phone software to answer and direct calls
- High familiarity with the functioning of the organization
- Basic skills in Word and Excel
- Ability to enforce non-solicitation policy with external salespeople
- Empathetic and a compassion for assisting others
- Ability to maintain confidentiality
- Highly dependable

**Physical Demands**

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
- Ability to sit at receptionist desk for up to 4 hours at a time
- Ability to hear and speak clearly to understand and convey information to internal staff and the general public