Administrative Assistant I / Receptionist

About the position

The Administrative Assistant/Receptionist coordinates front-desk activities and provides general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for welcoming guests and greeting people who visit the Administrative Office, answering incoming calls, redirecting calls to appropriate associates.

Responsibilities

• Receives, welcomes, and assists all visitors and vendors as soon as they arrive at the Administrative Office by directing them to the appropriate person and/or meeting room.
• Maintains office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges).
• Answers incoming telephone calls and directs the caller to the appropriate associate or voice mail when applicable.
• Provides callers with basic and accurate information such as company address, directions to the company location, company website and other related information.
• Takes and retrieves messages for various personnel, if requested.
• Coordinates the pick-up and delivery of VOA-GNY inter-office and express mail services (FedEx, UPS, etc.).
• Receives, sorts, and distributes incoming mail to each department area.
• Enforces daily compliance with COVID-19 self-certification requirements for employees and guests entering the administrative office.
• Supports the Executive Assistant and Office Manager with office maintenance, including inventorying and ordering office supplies, preparing for meetings, booking conference rooms, and related tasks.
• Supports the Executive Assistant and Office Manager in completing administrative tasks as requested.
• Provides scheduling support to Executive Leadership as requested.

Requirements

• High school degree with a proven work experience as a Receptionist, Administrative Assistant, Front Office Assistant, or similar role.
• Hands-on experience with office equipment (e.g. telephone, computer, copiers and printers).
• Solid communication skills, excellent telephone skills.
• Ability to be resourceful and proactive when issues arise and is able to deal with emergencies in a timely and effective manner in accordance with company policy and procedures.
• Must be able to perform tasks with ease and maintain confidentiality.

Benefits

• Medical, Dental, & Vision Coverage
• Prescription Coverage
• Life Insurance
• Retirement Plan
• Tuition Reimbursement
• Paid Time Off, including a Paid Birthday Holiday