The Office Assistant reports to the Executive V.P. & C.O.O. and organizes/coordinates office operations in order to ensure organizational effectiveness and efficiency. The Office Assistant is responsible for providing a variety of support services for our Domestic and International entities; including but not limited to daily office: greeting visitors, answering and screening incoming calls, general correspondence, faxing, copying, office supplies providing general clerical support, maintaining office equipment and supplies, general office/kitchen clean up and perform special projects such as direct mail campaigns, proofreading, and other offices related work. Seasonally the Office Assistant will be asked to participate in special events and be coordinate/manage volunteers. Potential growth opportunities.
Responsible for organizing and coordinating office operations in order to ensure organizational effectiveness and
Answer telephone, screen, and route calls effectively, assist and greet visitors
Establish a meeting schedule with staff, set up conference room w/refreshments for each meeting; including processing domestic and international travel arrangements.
Management of the Foundation’s correspondence, coordinating mail-outs;
Maintain and update Foundation mailing lists and contact database (a CRM system).
Maintaining procurement and inventory control of all office supplies; Manage inventory lists, both in house and offsite storage items
Responsible for coordination of meeting and minutes i.e. Board of Directors/staff meetings;
Enter program data for reporting requirements, assist with programs
Type labels, envelopes, faxes, transmittals, assist with mailings by preparing labels and performing mail merges
Distribute & pick up U.S Mail/Packages, faxes, prepare packages for delivery and coordinate messenger services
Organize and restock supplies as needed, insure office/kitchen supplies are ordered
Assist staff with administrative tasks, including filing, returning phone calls and internet research
Assist with volunteer efforts, send notices, thank-you’s, etc. Perform clerical duties for events (RSVP lists, task lists, set up and break down)
Assemble marketing materials when requested and maintain an adequate supply of material, update the website and assist with newsletter
Run day-to-day errands as requested
Special projects as assigned
Additional Salary Information: Health Benefits: Medical, Dental, Life