Admin Assistant 1 PR

LifeLink Foundation•Guaynabo, PR

5d•Onsite

About The Position

Performs administrative, secretarial and reception duties in support of all general staff, exercising professional discretion with sensitive confidential information. Provides confidential and professional response to guests, telephone contacts, and staff at all times. Administers the front desk receptionist duties of with professional attitude and efficiency. Learns names and titles of all other divisional personnel in order to handle their inquiries and direct their calls with efficiency. Provides clerical support to include all basic support functions (copying, faxing, typing, telephone screening and messaging, etc.) with appropriate follow through. Prioritizes all mail after sorting, opening, and dating, responding as appropriate and immediately alerting the Executive Director and Managers of all ‘urgent’ or high priority mail or faxes upon receipt. Participates in special projects as directed, (Medallion Project, Family and other correspondence.) providing follow-through. Processes office supply ordering through Boise format including coding and monitoring of requests from staff. Attempts to keep orders standard and investigates out-of-the ordinary requests. Prepares all outgoing mail, providing a final quality check for signatures and form completion as appropriate, returning to the sender any incomplete forms or unsigned documents for completion (purchase orders, check requests, expense reports, etc.). Assists all OPO departments with overflow work and projects including departmental telephone contacts as requested. (Assembles donor chart templates, typing of chart documents, etc.). Assists other departments with facilitating conference calls and other meetings including all contacts with participants to set dates, times, conference numbers; assists with compilation and distribution of information required for these calls. Creates and maintains binder of all job functions and cross trains with assigned back-up person who will cover important functions during periods of absence.

Requirements

A high school diploma.
Demonstrated above average fully Bilingual written and verbal communication skills, with an emphasis on composition, grammar and punctuation.
Ability to take initiative, multi-task and meet deadlines with appropriate follow-up.
Professional appearance and demeanor.
Demonstrated computer skills and ability to produce documents utilizing Microsoft Word for Windows, Excel and Power Point applications.
A collaborator who thrives in a mission-first environment

Nice To Haves

Additional appropriate college-level classes desired or 2 years related experience.

Responsibilities

Provides confidential and professional response to guests, telephone contacts, and staff at all times.
Administers the front desk receptionist duties of with professional attitude and efficiency. Learns names and titles of all other divisional personnel in order to handle their inquiries and direct their calls with efficiency.
Provides clerical support to include all basic support functions (copying, faxing, typing, telephone screening and messaging, etc.) with appropriate follow through.
Prioritizes all mail after sorting, opening, and dating, responding as appropriate and immediately alerting the Executive Director and Managers of all ‘urgent’ or high priority mail or faxes upon receipt.
Participates in special projects as directed, (Medallion Project, Family and other correspondence.) providing follow-through.
Processes office supply ordering through Boise format including coding and monitoring of requests from staff. Attempts to keep orders standard and investigates out-of-the ordinary requests.
Prepares all outgoing mail, providing a final quality check for signatures and form completion as appropriate, returning to the sender any incomplete forms or unsigned documents for completion (purchase orders, check requests, expense reports, etc.).
Assists all OPO departments with overflow work and projects including departmental telephone contacts as requested. (Assembles donor chart templates, typing of chart documents, etc.).
Assists other departments with facilitating conference calls and other meetings including all contacts with participants to set dates, times, conference numbers; assists with compilation and distribution of information required for these calls.
Creates and maintains binder of all job functions and cross trains with assigned back-up person who will cover important functions during periods of absence.