To act as the face of the organization at the front desk and provide administrative support on an as needed basis for multiple departments. As such you will greet staff, volunteers, and community partners and will represent the first impression of Orange County United Way. Position also includes varied administrative tasks, responding to telephone inquiries, directing callers to appropriate parties, scheduling meeting rooms and being responsible for mail.
Areas of Responsibility:
- Answer all incoming telephone calls and route to appropriate staff person
- Assist community members requesting assistance (referrals to 2-1-1 OC or partner agency)
- Immediately inform employees of important messages
- Greet all visitors and direct to proper staff
- Accept deliveries, i.e., United Parcel, Federal Express, flowers, etc.
- Process all incoming mail working with Finance Department
- Coordinate requests and reserve use of conference rooms and conference bridges (internal and external)
- Set up conference rooms for meetings
- Upon completion of meetings, reset meeting rooms
- Order lunch or purchase refreshments for meetings
- Maintain lobby screen meeting slides
- Update Organizational Chart on a monthly basis
- Complete all month end duties by deadline (organizational chart, phone and FERT list)
- Maintain and update phone directory
- Assist with mailing projects (envelope stuffing or other projects)
- Monitor recruitment email box (receive and forward incoming resumes for open positions)
- Provide clerical assistance as needed including back up for other administrative staff
- Willingness to be flexible and assist with additional projects as assigned
- Position works under the direction of the Senior Executive Assistant.
Educational Background:
High School Diploma
Skills/Experience:
- Ability to communicate effectively verbally and in writing.
- Organize, prioritize and meet deadlines.
- Work simultaneously on many different kinds of tasks.
- Work independently on assigned projects.
- Work with a diverse group of people
- Experience in an office/business environment.
- A minimum of one year experience as a receptionist/administrative assistant is required.
- Spanish speaking a plus.
- Computer skills with emphasis on Microsoft office (Outlook, Excel, Word, PowerPoint); knowledge of Xibo, a plus.
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 2 2019
Active Until:
Nov 2 2019
Hiring Organization:
United Way Worldwide
industry:
Nonprofit