Front Desk Office Assistant

Careers In Nonprofits; New York (NY); On-site; USD 56,000 - 65,000; Full time

Job summary

Careers In Nonprofits is seeking a Front Desk Office Assistant on the Upper East Side of Manhattan, NY. This in-person, full-time, temporary-to-permanent role supports a Research Foundation and requires 3+ years of admin experience and strong MS Office skills.

The ideal candidate will greet visitors, screen calls, manage mail, support meetings, and maintain records. Proficiency in Word Mail Merge and Excel formulas is expected, with familiarity in Salesforce/SharePoint a plus.

Qualifications

• 3+ years of administrative or office experience.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Experience with project management tools like Asana or Monday.com is preferred.
• Familiarity with Salesforce and SharePoint is a plus.
• Organized, detail-oriented, proactive, and able to work independently.

Responsibilities

• Greet visitors and manage front desk coverage.
• Answer and route phone calls; check voicemail and email.
• Manage mail, documents, and archival systems.
• Coordinate meetings, agendas, notes, and materials.
• Assist with expense reconciliation and basic reporting.
• Maintain office supplies and coordinate vendors/IT support.
• Schedule and coordinate staff and board meetings; plan events and travel.

Skills

Administrative experience

Microsoft Office

Word mail merge

Excel formulas

Asana

Monday.com

Communication skills

Organizational skills

Confidentiality

Independent work

Education

Office administration degree or certification

Tools

Salesforce

SharePoint

Zoom

Microsoft Teams

Outlook

PowerPoint

Word

Excel

Job description

Do you have 3+ years of administrative or office experience?

Are you proficient with Microsoft Office, including Word and Excel?

We are currently in search of a Front Desk Office Assistant for a Research Foundation. The position is in-person on the Upper East Side of Manhattan, NY. This is a Full-time, temporary-to-permanent position.

ORGANIZATION TYPE: Research Foundation

LOCATION: Upper East Side, New York, NY

POSITION TITLE: Front Desk Office Assistant

SCHEDULE: Monday–Friday, 8:00 or 8:30 AM start, 40 hours/week

DURATION: Temporary-to-permanent

HOURLY RATE: $23.00 – $26.00 (anticipated annual salary: $56,000 to $65,000)

The Front Desk Office Assistant will serve as the first point of contact for a mission-driven foundation and play an important role in keeping daily office operations running smoothly. This position is ideal for someone who is professional, dependable, organized, and able to remain calm while managing multiple priorities. The Front Desk Office Assistant will greet visitors, screen phone calls, manage mail and office communications, support meetings and events, maintain office supplies and records, assist with basic Salesforce data entry, and provide administrative and operations support to several members of the team.

Our Ideal Candidate:

• 3+ years of administrative or office assistant experience required, preferably in a nonprofit office setting
• Strong administrative and office operations skills, with the ability to manage multiple responsibilities independently
• Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint required
• Strong proficiency with Microsoft Word, including Mail Merge, required
• Comfortable using Excel and has some understanding of formulas required
• Experience working with a project management platform such as Asana or Monday.com strongly preferred
• Strong written and verbal communication skills and the ability to communicate clearly and professionally
• Calm under pressure and able to manage competing priorities in a fast-paced office environment
• Articulate and comfortable serving as the first point of contact for visitors, callers, and routine inquiries
• Highly organized, detail-oriented, reliable, and proactive
• Able to work independently while knowing when to ask questions or follow up
• Strong judgment and ability to maintain confidentiality when handling sensitive information
• Experience with Salesforce and/or SharePoint is a plus
• Familiarity with Zoom, Microsoft Teams, and office phone systems is a plus
• A degree or certification in office administration is a plus

How You Will Spend Your Day:

• Serve as the first point of contact for the organization by welcoming visitors and managing front desk coverage.
• Answer, screen, and route incoming phone calls and check voicemail and office email regularly.
• Respond to routine inquiries and make sure messages are communicated promptly.
• Pick up, sort, date-stamp, scan, and distribute incoming mail.
• Prepare correspondence and assist with confidential documents.
• Maintain organized office files, records, and archival systems.
• Assist with expense reconciliation and basic reporting.
• Maintain office inventory and supplies and ensure the office has the materials needed for daily operations.
• Coordinate courier, FedEx, UPS, and messenger services.
• Manage printing, binding, scanning, faxing, and other general office needs.
• Communicate with IT vendors, property management, and other service providers as needed.
• Schedule and coordinate staff, management, and board meetings.
• Prepare agendas, take meeting notes, and compile meeting materials.
• Assist with planning office events, staff gatherings, and travel arrangements.
• Maintain calendars, vendor records, meeting logs, inventory records, and project timelines.
• Use project management tools such as Asana or similar platforms to track tasks and timelines.
• Perform basic Salesforce data entry and run standard reports.
• Assist with onboarding and training related to office procedures, systems, and standard operating procedures.
• Provide basic HR administrative support as assigned.
• Support multiple staff members while working closely with the Operations and HR Manager.
• Identify questions, inefficiencies, or operational issues and proactively help find solutions.
• Maintain professionalism, organization, and a helpful attitude throughout the workday.
• Perform other administrative and office operations duties as needed.

Careers In Nonprofits is an equal opportunity employer. Empowered by the #ILoveMyJob mission, we celebrate diversity and are committed to creating an inclusive work environment within the nonprofit sector.