Front Desk Receptionist/ Administrative Assistant

The Salvation Army Southern California•Seattle, WA

2d•Onsite

About The Position

The temporary, full-time Receptionist/Property Administrative Assistant provides administrative support to the General Secretary for Business (GSB) and serves as the primary point of contact for incoming phone calls, deliveries, and visitors. The role requires sound judgment, organization, professionalism, discretion, and the ability to manage competing deadlines and confidential matters. The assignment is anticipated to last approximately three months or until the position is filled. Administrative duties include managing the GSB’s calendar and correspondence, preparing documents and meeting materials, coordinating travel, and completing expense and mileage reports. The receptionist also manages the switchboard, greets and screens visitors, handles mail and shipping, maintains building supply inventory, and provides customer service to callers and visitors. The position is based in person at The Salvation Army’s Northwest Division headquarters in Seattle, Washington, and is scheduled Monday through Friday.

Requirements

High school diploma; the posting also lists a BA or AA degree.
At least five years of experience in administrative assistance, secretarial, business, or office work.
Detail-oriented in mail procedures, supply ordering, receptionist duties, and administrative work.
Basic knowledge of the U.S. Postal System.
Ability to operate computerized postage machines.
Intermediate experience using Microsoft Office Suite and Outlook.
Ability to adapt to flexibility in daily assignments.
Ability to maintain a professional attitude when dealing with internal and external customers.
Ability to lift 25 pounds.

Nice To Haves

Experience in a nonprofit organization or in human and social services.

Responsibilities

Provide administrative support to the General Secretary for Business, including assistance with special projects and preparation of documents, reports, presentations, correspondence, and meeting information.
Manage the GSB’s calendar, prioritize inquiries and requests, and recommend appropriate actions to support day-to-day operations.
Handle confidential and important matters related to the GSB, exercising judgment consistent with the GSB’s preferences and organizational policies.
Coordinate leadership meetings and events, including scheduling, preparing agendas and presentation materials, distributing materials, recording minutes, and managing logistics.
Manage incoming phone calls and voice messages; open the switchboard at 8:15 a.m. and place it on voicemail no later than 4:15 p.m.; distribute morning messages to appropriate departments or individuals.
Greet and discreetly screen visitors, and notify the appropriate department’s Administrative Assistant when appointments arrive.
Open and sort daily mail, excluding packages and confidential items, and prepare UPS parcels and bulk mailings as directed.
Keep current on community resources available to callers and provide information in a direct, businesslike manner.
Oversee GSB supply inventory, issue supplies to departments, and record items for monthly departmental billings.
Prepare coffee and refreshments for approved meetings and events, and arrange, set up, and clean meeting and event areas.
Complete travel arrangements, expense reports, and mileage reports.
Perform special projects and other duties as assigned and approved by the immediate supervisor.