Posted on October 3, 2012

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Front Desk Associate

The Front Desk Associate provides front desk reception and facilities support and reports to the Executive Assistant for the CEO. As the first contact for all inquiries into the organization, this staff member is expected to handle her/himself with courtesy, professionalism, and efficiency.

ESSENTIAL JOB FUNCTIONS:

Receptionist Duties:

• Provide reception and telephone coverage beginning at 8am Monday – Friday with an enthusiastic, professional demeanor to ensure all callers and visitors receive high quality service.
• Acts as the initial contact and representative of the Global Fund for Women in receiving all telephone calls, including international calls, and in greeting visitors.
• Manages all incoming/outgoing mail, including express mail and deliveries.
• Acquire and maintain sufficient knowledge and expertise about GFW to answer caller questions and route calls and inquiries appropriately.
• Trains staff on phone procedure/usage and conference calling.
• Maintains organization-wide calendar and assists with conference room reservation.

Facilities:

• Coordinates office machine maintenance, supplies, and trouble-shooting.
• Maintains the inventory of kitchen supplies and kitchen duty schedule.
• Coordinates outside vendors and repair people to address facilities issues.
• Administers the office supply order and maintains inventory of office supplies and stationery.
• Maintains the organization of the office space in good condition.
• Manages the reception area to insure effective telephone and mail communications, both internally and externally, to maintain professional image.
• Maintains the on-site and off-site storage.
• Administers facilities orientations for new staff.
• Promotes the maintenance of safe, clean, and healthy work conditions, and recommend measures to reduce or eliminate accidents and hazards in compliance with OSHA standards.
• Prepare legally required reports including OSHA accident reports, accident log, and other required reports for internal, regulatory, and outside agency purposes.
• Emergency Preparedness, including keeping emergency supplies stocked, training staff on evacuation procedures, etc.
• Ergonomics (including semi-annual ergo evaluations with ergo consultant and ongoing ergo consultations/troubleshooting during the rest of the year).

Organizational Team Support:

• Assists Executive Assistant for the CEO with meeting logistics, preparation of materials and other duties as requested.
• Processes incoming gifts in coordination with the Development team.
• Manages the organization’s general website inbox, which receives international grantee inquiries, proposals, and final reports.
• Supports the Finance team by processing weekly credit card donations.
• Oversees the pooled budget/accounts payable such as processing disbursement requests, state registrations and tracking expenses.
• Maintains staff and team meeting schedules.
• Assists staff with digital equipment check out (laptops, audio equipment, power chords, cameras).
• Handles ad-hoc projects.

KNOWLEDGE, SKILLS, AND ABILITIES:

Required

• Strong interpersonal and cross-cultural communication skills, a professional and friendly style, a polite and polished phone manner.
• Ability to take initiative, prioritize work and manage multiple tasks/projects simultaneously in an environment with frequent interruptions. Ability to manage a steady stream of telephone calls and face-to-face inquiries.
• Experience working in a culturally diverse, team orientated and fast-paced environment.
• Familiarity with Macintosh computers, and software systems including Microsoft Office, FileMaker Pro, and Outlook.
• Ability to lift up to 20 lbs.
• Ability to display high levels of customer service, responding promptly and thoroughly to inquiries and needs of both internal staff and external individuals.
• Applies effective time management skills to plan, prioritize and manage own work load to meet deadlines.
• Applies proactive ownership approach to work and makes decisions and solves routine problems independently, effectively and creatively.
  

Preferred

• Fluency in Spanish, French or Arabic and/or an interest in learning simple phrases in these languages.
• A good working knowledge of geography.
• Committed to goals and mission of the Global Fund for Women.

EDUCATION AND EXPERIENCE:

Applicants should have the following qualifications:

• An AA or BA/BS degree.
• A minimum of one-year of administrative and/or front desk experience (preferably in a nonprofit and/or culturally diverse environment).

START DATE AND COMPENSATION

The projected start date for this position is October-November. The Front Desk Associate is a full-time. Salary will be commensurate with experience. The Global Fund for Women offers 100% employer paid premium medical, dental, vision, chiropractic, and acupuncture insurance; an excellent paid leave package; a generous retirement plan; a professional development stipend; and other benefits.

Application Instructions

Applications and all supporting documents will be received until position is filled. To submit your application materials, please visit our website: http://www.globalfundforwomen.org/who-we-are/job-opportunities. All pages of the application should be typed and should include the following:

• Cover letter, with the applicant’s current contact information
• Resume, including references with contact information

NO PHONE CALLS PLEASE! Please note: due to the volume of applications we receive, we will not process incomplete applications.

The Global Fund for Women is committed to working globally and addressing inequities. In line with this global lens, it is our policy to actively seek a diverse pool of candidates, from a variety of backgrounds, who are committed to the mission and vision of the Global Fund.