The Receptionist and Administrative Assistant at the Murdock Trust position is a full-time, in-office, non-exempt position that directs guests in however they engage with the Trust to get answers they need, connect with person they need, or understand and navigate our website for the information they need. This position welcomes Trust guests, manages the flow of phone calls and email inquiries, and provides a wide-range of administrative and clerical services that are supportive of office operations. The person in this position is in regular contact with people and must work well with a variety of personality types while demonstrating professionalism, confidentiality, friendliness, and respect.
REPORTING AND SUPERVISORY RELATIONSHIPS
Reports to the Chief Financial Officer and is supervised by Finance and Investment Office Manager.
Office Reception & Administration
• With warmth and enthusiasm, answers incoming telephone calls and routes them to appropriate individuals.
• Articulately provides general Trust information in response to incoming calls. Screens calls and refers to others when additional expertise is needed to answer questions.
• Utilizes access system to authorize guest access to office suite.
• Warmly welcomes visitors, stows personal items, offers beverages, and notifies appropriate personnel of their arrival. Assists with creating hospitable environment for guests.
• Coordinates the scheduling, room preparation, hospitality, and meeting facilitation for external office meetings.
• Supports internal office meetings and their hospitality needs.
• Sorts, opens, and routes daily mail. Manages shipping and courier services.
• Facilitate vendor invoice requests and processing.
• Responsible for ordering, stocking, and organizing office supplies.
• Utilize grants management system (Fluxx) to support grantee communication.
• Manages the office conference room calendar and master calendar for office awareness and room booking.
• Monitors the Trust’s general mailbox email and responds/forwards to appropriate staff members.
• Logs received checks and assists the preparation and mailing of accounts payable and grant checks.
• Maintains the presentation of the kitchen, workrooms, and common area spaces.
• Performs office opening and closing procedures: Brings daily newspaper, open/lock patio doors, refreshes coffee, cleans kitchen counters, puts away perishable foods, and updates ground lobby afterhours message screen.
• Responsible for purchasing, stocking, and maintaining beverage and snack inventory in the kitchen(s) for staff.
• Coordinates office decorating around holidays and themed activities.
• Coordinates access and transport of items from offsite storage.
• Handles building communication and announcements.
• Handles administration of parking tags, garage remotes, and general access.
• Assists with other support staff to mail or send communication to grantees, event attendees, and key partners.
• Assists RSVP communication for Trust events and annual Founder’s Day.
• Provides first line technical support for office phone system in coordination with the Director of Information Technology.
• Provides first line technical support for multi-function copiers and printers including supply inventory.
• Supports use and maintenance of postage machine.
• Helps prepare event materials for Trust conferences, convenings, Founder’s Day, influencer events, and other enrichment related activities.
• Assists the research and material preparation of rotating office art and cultural displays.
• Maintains a secure front desk environment and facilitates front office access and procedures.
• Assists the coordination of special projects and the assembly of data for office departments.
• Some travel may be required to staff seminars, conferences, etc.
• A willingness and ability to perform other tasks and special projects for all office departments as assigned.
• May participate in various office committees or be asked to complete tasks associated with office activities.
• Three to five years of experience in an administrative support role and customer support with increasing responsibilities/variety.
• Strong organizational and prompt follow-through skills; demonstrated reliability and high-level detail.
• Familiarity and comfort in a work environment where faith-based organizations and individuals are present and part of the day-to-day programming and operations.
• Ability to learn processes/systems quickly with an understanding of internal office technologies and resources.
• Continuous learner with a desire to grow professionally.
• Demonstrated initiative with a can-do approach to work assignments and challenges.
• Confident knowledge of Microsoft Office Suite.
• Associates degree with applicable work experience preferred.