Job Description

The Administrative Assistant is directly responsible for maintaining smooth operations within the AFTD office in close collaboration with the Office Manager. S/he will manage reception tasks such as answering phone calls, opening and sorting mail and greeting visitors. With strong attention to detail the Administrative Assistant will support various teams with administrative tasks and will directly support the Office Manager with general HR administrative duties including onboarding new team members, the setup of team member workspaces as well as light bookkeeping. S/he will monitor and maintain office inventory listings and will order supplies as needed to ensure full efficiency of the AFTD team and the office.

FUNCTIONAL RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• RECEPTION: In a manner aligning to AFTD’s core values, greet all AFTD visitors at the front desk and answer all incoming phone calls and transfer appropriately. Process all incoming and outgoing orders and deliveries and support in their distribution.
• OFFICE ADMINISTRATION: In collaboration with the Office Manager, support the AFTD team in ensuring a fully stocked and maintained workspace and café area. Take ownership of maintaining the integrity and cleanliness of the office, appliances and other office resources.
• ORGANIZATION SUPPORT: Provide support and problem-solving assistance to all AFTD teams as needed. Support in the onboarding of new employees and scheduling of orientation meetings. Print invoices from the financial team email inbox, handle bank reconciliations and provide backup assistance to the Office Manager on deposits. Process shipments of all AFTD printed material such as brochures, DVDs, and other items in a timely and efficient manner and maintain accurate and up-to-date records of all shipments and inventory items.

OTHER JOB FUNCTIONS

• Support and set up monthly team meetings and staff birthday celebrations as well as the annual holiday lunch.
• Provide administrative support to the CFO.
• Contribute to the support of office equipment for the AFTD team, including phone equipment/software, mailing systems printers, etc.
• In collaboration with communications team, update and order AFTD business cards as needed.
• Develop understanding of other support functions across teams and provide support in these areas when appropriate.
• Maintain accurate and up-to-date Human Resources files and support in maintaining organization compliance in collaboration with Human Resources and the Office Manager.
• Travel for organizational meetings and events as needed.

Qualifications

• High school diploma or bachelor’s/associates degree preferred
• 1-2 years of experience in an administrative or receptionist role preferred. This can include volunteer activity
• Human Resources knowledge a plus
• Strong attention to detail required
• Proficient in Microsoft Office Suite, particularly Word, Excel and PowerPoint
• QuickBooks, Salesforce or other CRM or HRIS experience a plus
• Strong verbal and written communication skills and comfort working with wide-ranging community online, by phone and in person
• Ability to be flexible and adaptable to work on a wide variety of projects; lending support where needed
• Ability to approach work with a pleasant and professional demeanor

Additional Information

All your information will be kept confidential according to EEO guidelines.

AFTD values its staff and all who work with us to advance our mission. We practice trust, cultivate creativity, and incorporate input from all, seeking to grow and learn in service to families at every stage on an FTD journey.

If you are interested in learning more about this excellent career opportunity, please submit your cover letter, a résumé, and a brief writing sample.  ONLY APPLICATIONS WITH A COVER LETTER WILL BE CONSIDERED.