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Receptionist/Administrative Assistant

Employer
Virginia G. Piper Charitable Trust
Location
Arizona, United States
Salary
Salary Commensurate with experience
Closing date
Jun 6, 2023

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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.

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