Front Desk Office Assistant

Careers In Nonprofits•New York City, NY

7d•Onsite

About The Position

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.

Requirements

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
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

Nice To Haves

Experience working with a project management platform such as Asana or Monday.com strongly preferred
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

Responsibilities

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.