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Administrative Assistant/Receptionist

1 month ago

West Palm Beach, United States Community Foundation Full time

PURPOSE OF POSITION

The Administrative Assistant/ Receptionist will serve an important role in the internal and external customer/donor services of the Community Foundation. They will be the first impression of the Community Foundation and the ongoing front-facing resource to donors, visitors, board members, community influencers, and Community Foundation staff. They will also be responsible for competency, accuracy, and efficiency in various administrative processes, procedures, and tasks assigned to this important position. The Administrative Assistant/Receptionist will report to the Chief Financial Officer.

CORE COMPETENCIES

Technologically Savvy (can learn new systems with relative ease),
Customer Focus, Relationship Building/Communication, Forward-Thinking, Adaptability/Flexibility, Attention to Detail/Accuracy

DUTIES AND RESPONSIBILITIES

Visitor greetings, accommodation, and announcements.
Communications management

  • Screen and route incoming calls.
  • Incoming mail distribution and scan
Office resource administration and facilitation
  • Central copier/scanner support, assistance, and supplies
  • Purchasing and setting up coffee, tea, milk, water, etc. for meetings
  • Central point person for external mailings (FedEx, UPS, etc.)
  • Assist in the preparation of Board meeting materials.
Accounting and Finance support
  • Received checks, entered log, stamped, and scanned for recording.
EDUCATION AND EXPERIENCE
  • Associate degree or equivalent or two years related experience and/or training or equivalent combination of education and experience.
  • Strong organizational skills and ability to manage competing priorities.
  • Excellent computer skills (Microsoft Suite Products, comfortable with new software and databases)
  • Commitment to accuracy
  • Demonstrated ability to work both independently and in a team environment.
  • Excellent interpersonal, oral, and written communication skills


LANGUAGE SKILLS

Excellent verbal and written communication skills. Ability to write routine correspondence, e-mail and reports. Ability to speak effectively with board members, visitors, and staff.

OTHER SKILLS AND ABILITIES

Excellent organizational capabilities and attention to detail. Ability to work well under pressure and accept supervision.

PHYSICAL REQUIREMENTS

This position requires sitting and/or standing for extended periods and manual dexterity to include light lifting, bending, stooping, pushing, pulling, and reaching.

SUPERVISORY

None