Administrative Assistant/Receptionist

Administrative Assistant/Receptionist Overview

• The Administrative Assistant/Receptionist provides essential support and ensures smooth operations within the client’s facility.
• Serve as the first point of contact, welcoming visitors and participants warmly and professionally.
• Handle incoming calls, inquiries, and correspondence efficiently, ensuring accurate information dissemination.
• Assist with event coordination, participant registration, and maintaining RSVP lists for activities.
• Support data entry tasks using Salesforce and other systems to maintain organized records.
• Contribute to maintaining a clean, organized reception area, fostering an inclusive environment.
• Collaborate with team members to ensure continuity during absences and peak periods.
• Create promotional materials, such as flyers and signs, for programs and events.
• Provide guidance and training to volunteers assisting at the front desk.

Administrative Assistant/Receptionist Key Responsibilities & Duties

• Greet and direct visitors and participants, ensuring a welcoming atmosphere.
• Manage multi-line phone systems, transferring calls and addressing inquiries promptly.
• Maintain accurate participant data and RSVP lists for events and activities.
• Assist with administrative tasks, including data entry and mail handling.
• Support program operations by providing information and referrals to participants.
• Coordinate cash transactions for fee-based events and maintain financial records.
• Create promotional materials and signage for center programs and events.
• Provide peer-level coverage during colleagues’ absences to ensure operational continuity.
• Support participation in community events, such as Pride Month activities.

Administrative Assistant/Receptionist Job Requirements

• High School Diploma or GED required; additional certifications are a plus.
• Minimum of 2 years of experience in administrative or receptionist roles.
• Proficiency in managing multi-line phone systems and handling inquiries.
• Experience with data entry and familiarity with Salesforce or similar systems.
• Strong organizational skills and attention to detail for maintaining records and reception area.
• Ability to create promotional materials and coordinate event logistics.
• Excellent communication skills for interacting with participants and team members.
• Flexibility to support colleagues and adapt to dynamic operational needs.
• Commitment to fostering an inclusive and welcoming environment.