Administrative Assistant/Receptionist

Delaware Alliance for Nonprofit Advancement; New York (NY); On-site; USD 10,000 - 60,000; Part time

Job summary

An established industry player seeks a dedicated Administrative Assistant/Receptionist to be the welcoming face of the organization. In this part-time role, you will provide essential administrative support, ensuring smooth office operations while engaging with clients and visitors. Your strong communication and organizational skills will shine as you manage inquiries, assist with events, and maintain confidentiality. This position offers a unique opportunity to contribute to a meaningful cause, supporting mental health advocacy and making a difference in the community. If you thrive in a dynamic environment and are passionate about helping others, this role is perfect for you.

Qualifications

• High school diploma required; associate degree preferred.
• Previous experience in administrative or receptionist role is necessary.

Responsibilities

• Greet and assist visitors professionally and handle inquiries.
• Manage calendars, appointments, and assist with events.

Skills

Communication Skills

Organizational Skills

Multitasking

Customer Service

Confidentiality

Analytical Skills

Education

High School Diploma

Associate Degree

Tools

Microsoft Office Suite

Job description

Reports to: Chief Executive Officer

Classification: Hourly, Non-exempt, Part-Time

Job Purpose:

The Administrative Assistant/Receptionist will serve as the first point of contact for visitors, clients, and callers, while providing critical administrative support to ensure the smooth operation of the office. This position requires strong communication skills, excellent organizational abilities, and a commitment to providing high-quality service to both the public and internal teams.

Agency Expectations of Employee:

1. Adhere to Agency Policies and Procedures.
2. Act as a role model within and outside the Agency demonstrating the utmost professionalism.
3. Perform duties as workload necessitates.
4. Maintain a positive and respectful attitude.
5. Communicate regularly with the Chief Executive Officer and other members of Senior Leadership about relevant issues.
6. Demonstrate flexible and efficient time management and ability to prioritize workload.
7. Consistently report to work on time prepared to perform duties of position.
8. Meet agency productivity standards.

Essential Duties and Responsibilities:

1. Greet and assist visitors in a friendly and professional manner.
2. Answer, screen, and direct phone calls, emails, postal mail, and other inquiries to the appropriate staff or department.
3. Perform general office tasks, such as filing, organizing, and managing office supplies.
4. Manage and maintain calendars, appointments, and meetings for staff as needed.
5. Assist with coordinating events, programs, and community outreach activities.
6. Maintain confidential client and organizational records in compliance with privacy regulations.
7. Provide support for mailings, data entry, and other clerical tasks.
8. Assist in preparing materials for meetings and presentations.
9. Collaborate with other staff members to ensure office operations run smoothly.
10. Perform other administrative duties as assigned.

Experience, Education and Licensure:

1. High school diploma or equivalent required; associate degree preferred.
2. Previous experience in an administrative or receptionist role, preferably in a non-profit or mental health setting.
3. Excellent verbal and written communication skills.
4. Strong organizational skills and the ability to multitask effectively.
5. Proficient with Microsoft Office Suite (Word, Excel, Outlook) and other office software.
6. Ability to maintain confidentiality and handle sensitive information.
7. Friendly, professional demeanor and the ability to interact with diverse individuals.
8. Passion for mental health advocacy and supporting individuals and families impacted by mental illness.
9. Ability to work both independently and as part of a team.
10. Technology savvy to address software and hardware needs to improve the effectiveness and efficiency of the organization.
11. Ability to meet people with ease; ability to communicate the written and spoken word with tact and diplomacy.
12. Keen analytic, organization and problem solving skills allowing for strategic data interpretation versus basic reporting.
13. Good organizational skills; well disciplined, able to meet deadlines, able to take initiative, able to work under pressure of many priorities and deadlines.
14. Reliable transportation is required.
15. This position requires a background check and drug screen.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

This is an office-based position. Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.