Receptionist/Administrative Assistant

About the position. The Receptionist/Administrative Assistant is responsible for projecting a positive, professional, and welcoming demeanor to the Trust’s visitors and callers. This position provides a variety of administrative support services and reports to the Board and Executive Assistant to the CEO. As Receptionist/Administrative Assistant, this critical position shares in the collective commitment of Piper Trust to positively impact communities in Maricopa County. This position is an on-site position and does not qualify for hybrid work.

Responsibilities will include, but are not limited to: 

• Answer phones, greet visitors, and open/sort mail.
• Prepare/maintain guest badges and visitor log.
• Provide a range of administrative assistance such as: schedule meetings, prepare agendas; copy/assemble meeting materials; assist with contact database updates; assist with meeting logistics.
• Schedule Federal Express, UPS, and special courier deliveries; order office/kitchen supplies.
• Track/organize and submit invoices or credit card charges.
• Assist with logistics for all Trust-related events such as: prepare/assemble event materials, prepare/organize name tags, track attendance, organize and place food/catering orders, etc.
• Oversee and track RSVPs for monthly Piper 101 sessions.
• Coordinate meeting requests with Facilities and Technology Coordinator for various internal and external events.
• Provide a range of administrative assistance in support of Piper Trust initiatives such as Read On Arizona (ROA) and Eyes On Learning (EOL).
• Maintain inventory of Piper Trust Biographies and other publications/materials.
• Update/maintain staff phone list/ directory, receptionist desk manual, and catalog of Piper Trust internal library.

What you need. To be a hero in this organization, the Receptionist/Administrative Assistant will have:

• Minimum of five years administrative experience required.
• Excellent knowledge of multi-line phone systems and routine office procedures.
• Excellent interpersonal and organizational skills.
• Proficiency in Microsoft Office; Word, Excel, and Outlook.

• Self-motivation to take initiative in all areas of responsibility.
• Ability to be flexible and solution oriented. Attention to detail, strong follow through, and superb skill at being organized amidst multiple projects and deadlines.
• Maturity and sensitivity to work with diverse personalities in a highly collaborative team environment.
• Commitment to the purpose of Piper Trust with attributes of a servant leader.
• Ability to work in an open space and adapt to changing environments and techniques.
• Knowledge about nonprofit organizations is a plus.

About Virginia G. Piper Charitable Trust. Honoring the legacy of Virginia Galvin Piper, Virginia G. Piper Charitable Trust supports organizations that enrich health, well-being, and opportunity for the people in Arizona. The Trust concentrates its efforts in six areas: Arts and Culture, Education, Healthcare and Medical Research, Older Adults, and Religious Organizations. Since the Trust began awarding grants in 2000, it has invested more than $700 million in local nonprofit and programs.