Receptionist and Administrative Assistant (Internal Job Posting)

Community Foundation of Greater Chattanooga•Chattanooga, TN

3d•Onsite

About The Position

The Receptionist and Administrative Assistant is an energetic, team-oriented and highly organized professional who provides administrative support and creates a welcoming environment for all who visit the Foundation. Reporting to the Executive Assistant and Facilities Manager, this position is the first point of contact for community members visiting or calling the Foundation and is therefore critical to achieving our mission. The Receptionist/Administrative Assistant supports day-to-day administrative needs across the organization and is a conscientious, detail-oriented individual who provides dependable support to help office operations run smoothly, and ensure our community partners are treated with the greatest respect and care.

Requirements

2+ Years in a Customer-Facing Office Administration role preferred
High School Diploma or Equivalent

Responsibilities

Create a welcoming environment for all people who visit or contact the Foundation via phone, email, or the website by responding respectfully and ensuring each constituent’s needs are met.
Provide information about the Foundation, including department locations, staff contacts, and available services.
Assist community members who may call or visit the Foundation in finding appropriate community resources.
Answer and direct phone calls; update phone messages and supports updates to the phone system, as needed.
Maintain the Foundation parking lot, entries, lobby, conference areas, and meeting rooms by ensuring spaces are clean, orderly, and welcoming, including picking up debris, watering plants, straightening furniture, and completing meeting room setups.
Facilitate or perform routine upkeep of office facilities, such as monitoring and replacing water filters, loading/unloading the dishwasher, keeping printers stocked with paper, etc.
Maintain office and kitchen supply inventory, including monitoring stock, placing orders, and putting away supplies.
Coordinate with the Chief Financial Officer and the Executive Assistant & Facilities Manager as needed, including providing support in troubleshooting IT or maintenance issues, helping coordinate vendor service visits, and occasional office furniture assembly.
Manage Foundation correspondence, including checking the main voicemail, responding to website inquiries, monitoring the fax, and sorting, collecting, and distributing daily mail.
Assist in maintaining organizational documents (policies, manuals, etc.) on the shared drive and in other software as required; create fillable PDFs as needed.
Create, send, track, and save DocuSign documents.
Support administrative tasks and projects, including document creation, printing, mail merges, mass mailers, seasonal mailings, binder setup for meeting books, and circulation of special‑occasion cards.
Maintain calendars for all Foundation meeting spaces, process internal requests, and assist with meeting setup.
Assist with coordinating meeting space use for organizations and individuals booking space at the Foundation, including managing room calendars, communicating requirements, and coordinating technology, access, entry, and exit.
Provide administrative support for Board and Committee‑related tasks such as meeting room preparation, tracking attendance, creating and updating member bios, assembling meeting books, and ensuring required documents are up to date.
Support Foundation initiatives, activities, events, and meetings by assisting with presentation materials, ordering catering, making reservations, and designing and printing signs and table tents.
Assist with gathering information related to conferences and meetings, including travel options for Foundation staff and board members.