ORGANIZATIONAL MISSION
To enhance the quality of life for our citizens now and for future generations by building community endowments, meeting needs through grantmaking, providing leadership, and promoting collaborations on community issues.
PRIMARY PURPOSE OF JOB
The Administrative Assistants are the first point of contact for visitors and callers to our office. This role is responsible for managing the front desk, providing a welcoming and professional presence, and ensuring a smooth flow of communication within the organization. Two part-time Administrative Assistants will share front desk responsibilities in an alternating weekly schedule. The two receptionists will coordinate to provide seamless front desk coverage. All activities will be aligned with CFO’s mission, vision, and values. This position will rotate a 40 hour work week every other week.
Additional duties may include:
- Greet and assist visitors at the CFO office and handle calls on the general office line as first point of contact providing general information as appropriate
- Provides excellent customer service, cultivating positive working relationships with all staff, volunteers and external customers.
- Keeps up-to-date information on location of staff, mobile schedules and community events and promotions.
- Answer, screen, and direct incoming phone calls to appropriate staff.
- Have a working knowledge of donor systems, CommunitySuite and Fund Manager, to assist callers with basic questions.
- Handle emergencies or unforeseen circumstances that occur in the lobby in a calm, professional manner.
- Assists with special administrative projects for all CFO Departments, as needed. Special projects could include mailing, labeling, printing, copying, scanning, and data entry projects.
- Maintain a tidy and organized front desk and reception area
- Receive, sort, and distribute incoming mail and deliveries
- Schedule and coordinate the general Foundation calendar and use of CFO’s public meeting spaces for internal and external use. Additionally, coordinate and manage the Foundation’s calendar for the use of the CFO’s company vehicles.
- Compile publicity book for CFO board of directors and oversee CFO media tracking as directed by communications team.
- Monitor and respond to support email requests providing service to the CFO’s donors, agency partners, affiliate foundations, and others.
- Support the other CFO departments with updates to agency partner, donor, or fund establisher contacts, as well as mailing list updates.
- Work with Senior Director of Operations and Fund and Operations Manager, to support building and grounds maintenance, repairs and cleaning schedules
- Support the Fund and Operations Manager with scheduling, maintenance, licensing and repairs for CFO staff vehicle.
- Perform light housekeeping such as kitchen clean up, trash or recycling removal.
- Other duties and responsibilities, as assigned.
Skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and PowerPoint.
- Experience with Database preferred.
- Strong organizational skills with the ability to prioritize tasks effectively
- Excellent written and verbal communication skills with professional phone etiquette
- Strong personal skills with the ability to work with multiple team members.
- Ability to handle multiple responsibilities simultaneously while maintaining attention to detail
- Familiarity with data entry, filing systems, proofreading, and calendar management
- Strong computer literacy skills including typing speed and accuracy
- Customer service orientation with a friendly and professional demeanor
- Willingness to work flexible hours including some early mornings, nights and weekends.
A high school diploma or equivalent GED is required. Associates degree in business administration, nonprofit administration, or other related fields is preferred. Bachelor's degree a plus. Front desk or customers service experience preferred. Must posses a valid driver's license and have a good driving record.
This role provides an excellent opportunity for individuals seeking part-time employment in a supportive office environment. The position will work 40 hours Every Other Week. 40 hours one week, then 0 hours the next week, etc... Interested candidates should contact [email protected].
Pay: $20.00 - $21.00 per hour
Benefits:
- Paid time off
- Retirement plan
Work Location: In person
