Receptionist & Office Assistant

Trinity Church NYC•New York, NY

1d•$32 - $37•Onsite

About The Position

The Receptionist & Office Assistant is the first point of contact for visitors to Trinity’s office at 76 Trinity Place and serves as the primary telephone operator. The position is also the main contact for internal departments’ inquiries about scheduling meeting and conference rooms, and is responsible for monitoring and restocking supplies in staff-floor pantries and conference rooms. The role partners with a second Receptionist & Office Assistant to maintain coverage and common spaces from 8:00 AM to 5:30 PM. This position works 8:00 AM to 4:00 PM, Monday through Friday, fully onsite, with occasional overtime. The position welcomes and directs visitors, manages incoming calls and voicemail, coordinates meeting-room arrangements and hospitality services, monitors common areas and supplies, and performs general office administrative duties. It also supports office services, visitor management, routine repair requests, and initiatives to improve common spaces in support of Trinity’s sustainability goals and welcoming environment.

Requirements

Excellent customer-service and communication skills.
Professional telephone manner, positive attitude, people-focused approach, good listening skills, and a strong sense of humor.
Detail-oriented and highly organized.
Sensitive to the pastoral needs of callers and visitors.
Able to focus and complete tasks while working in an open space.
Highly proficient with Windows and Microsoft Office applications.
Able to accept direction, understand instructions, and seek clarification when needed.
Able to work independently, take initiative, and solve problems.
Able to work well under pressure and in variable work conditions.
Sound discretion and the ability to work independently and collaborate across an organization.
Excellent interpersonal skills and ability to work closely with colleagues on routine and special assignments.
Understands the discretion required when supporting Trinity’s guests.
Bachelor’s degree in Business Administration, Hospitality, or a related field; comparable work experience or an equivalent combination of training and/or experience may be accepted.
At least two years of receptionist or administrative assistant experience.
Experience working in a diverse and complex environment.
Experience working as part of a team.

Nice To Haves

Knowledge of the Episcopal Church.
Fluency in Spanish.
Previous receptionist or administrative assistant experience in a mid-sized office is preferred.

Responsibilities

Welcome and direct visitors professionally, notify host staff of arrivals, and assist with visitor requests through the Visitor Management System in coordination with hosts and security officers.
Answer and route incoming calls on a multi-line console, assist callers with inquiries, resolve routine issues, update after-hours greetings, and monitor and log voicemail messages.
Maintain familiarity with Trinity Church’s liturgical calendar and Trinity Commons event schedules to facilitate calls and inquiries, and notify the supervisor about calls that cannot be readily redirected.
Schedule and coordinate meeting-room reservations, cleaning, logistics, room setups, and arrangements for outside visitors.
Coordinate food and beverage orders for lunch meetings in staff conference rooms in accordance with catering protocols.
Support the Director, Office Services, the supervisor, and other administrative staff with office hospitality and administrative needs.
Monitor and restock supplies in designated common spaces, pantries, conference rooms, and informal convening areas; coordinate reorders and track cost-effective supply orders.
Open or close the office at the start or end of the business day, according to assigned coverage.
Partner with the second Receptionist & Office Assistant to monitor and maintain the appearance of the reception area, pantries, conference rooms, and informal convening room through scheduled rounds.
Assist with general office administration, including updating team tracking sheets and maintaining the Reception team calendar of recurring and one-time tasks.
Use the Eptura/Condeco room reservation system to schedule rooms and monitor room activity.
Use Microsoft Office applications to track supply orders and messages.
Submit routine office repair and maintenance requests through Prism.
Assist the supervisor with upgrades to common spaces that support Trinity’s sustainability goals and create a welcoming environment.
Follow confidentiality requirements and Trinity Church NYC policies, procedures, and rules; perform duties in a manner that promotes Trinity’s mission and Ways of Being.
Assume other related responsibilities and special projects as required.