This role is responsible for reception, telephone, front desk operations, as well as providing general support to the Executive and Administrative Assistants across the organization. As the first point of contact for visitors to ABC, this key position requires an individual who can represent the organization in a professional and welcoming manner, work well independently, and can execute tasks with accuracy and efficiency. This is a non-exempt position based at our headquarters in Modesto, CA.
ESSENTIAL DUTIES: The following duties are typical of those performed by employees in this job title; however, employees may perform other related duties.
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Responsible for the opening and closing duties of the front doors and meeting rooms
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Answers, screens and directs incoming telephone calls and in-person visitors; provides general information via phone call and/or in person.
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Provides a pleasant and welcoming environment for guests and staff. Upholds professionalism and gives outstanding customer service
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Receives and signs for deliveries. Sorts and distributes incoming mail and assists in preparation of outgoing mailings
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Serves as the custodian of master staff and meeting room calendars
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Maintains lobby and copy areas in an attractive and orderly condition, restocks literature racks, materials and business cards
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Monitors fax machine and distributes incoming transmittals to staff
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Maintains the ABC phone list and updates copies in common areas
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Maintains multiple databases and email accounts, keeps information up to date
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Assists in organizing executive, VIP and board travel, creating itineraries, reserving flights and hotels and assisting with other travel needs
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Assists in the organization and setup of retreats, meetings, and special events
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Assists with meeting preparation; preps materials, sets up conference rooms, coffee and meals as well as clean up after meetings
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Assist in the creation or editing of documents, presentations, binders and agreements; delivering and distributing materials as needed
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Assists in maintaining and organizing kitchen areas including dishwasher operations
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Assists staff in the absence of the Logistics and Events Coordinator which may include rearranging meeting room configurations, stocking refrigerators/break rooms, paper and supplies, taking care of shipments, etc.
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Assists departments with clerical functions, general office tasks, and special projects
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Partners with the HR team to build ABC culture and enhance staff engagement
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Provides clerical support to the HR team
QUALIFICATIONS
Knowledge of:
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Operating a multi-line telephone console
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Correct English grammar, spelling and punctuation
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Administrative and clerical procedures
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Customer service principles and practice
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Microsoft Office Software applications at an intermediate level
Skill in:
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Outstanding people skills, including the ability to listen, resolve problems, deal with issues, delays and unexpected events, while effectively communicating and maintaining rapport with team members and guests
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Establishing and maintaining effective working relationships
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Ability to multi-task, work under pressure and meet deadlines
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Maintaining efficiency and effectiveness in a fast-paced environment
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Operating standard office equipment, telephones, computers, copiers, etc.
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Entering data accurately at a rate sufficient to ensure successful job performance
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Handling difficult callers with tact and diplomacy
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Strong written and verbal communication skills
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Understanding and carrying out oral and written instructions
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Tracking, organizing, reporting, and prioritizing assigned duties
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Ability to operate independently and take direction and management from several staff members; using initiative and judgment to make decisions as required
EDUCATION AND EXPERIENCE: A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:
Completion of high school and 3-5 years of responsible, related, general clerical experience
The physical abilities involved in the performance of essential duties are:
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Working for extended periods of time at a computer
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Vision sufficient to read handwritten and printed documents and computer screens
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Speech and hearing sufficient to communicate by phone and in person
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Manual dexterity sufficient to use a variety of office equipment and tools, computer keyboards, and to manipulate papers
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May lift up to 40 pounds and manipulate heavier objects using dollies