The Community Foundation for Greater Buffalo is seeking to hire a Receptionist.
SUMMARY
The Receptionist plays an integral role in customer service and organizational strength at the Community Foundation for Greater Buffalo, Inc. (Foundation). The Receptionist is a member of the Operations Function Team and is supervised by the SDAO.
The Receptionist is the first line of contact for: visitors, clients, Foundation Board and Committee members, vendors and the community-at-large. The Receptionist ensures that all of the above, along with internal team members, are treated with the utmost courtesy and graciousness and that a positive and friendly image is projected when interacting with these individuals in person, online, and via telephone.
As an administrative professional, the Receptionist ensures that the Foundation’s office infrastructure needs are being fully met and that common office administrative activities are conducted professionally, accurately, and in a timely manner. The Receptionist anticipates the needs of the team members and helps in resolving operational, administrative, and scheduling issues before they arise.
In addition to being organized and proactive, the Receptionist possesses strong communication skills to interact in a highly professional manner with members of the Foundation’s Board of Directors, committee members, internal team, clients, and other parties.
KEY RESPONSIBILITIES
Front Office:
- Manages the reception area and telephone line. Accommodates visitors and callers with a high level of customer service upholding the Foundation’s excellent client service standards
- Receives and processes incoming communications, including phone, mail, and the Foundation’s general email inbox, outside sources with the most appropriate resources and staff, responding or providing follow up to inquiries, and special services, mailing and scheduling pickups.
- Provides essential meeting support:
- Maintains the conference room calendar and assists with scheduling of meetings. These activities including but are not limited to the following: responds to meeting notices and requests; schedules and assigns conference rooms in the Outlook calendar
- Assists with the flow of team meetings by distributing meeting materials; follows up on meeting attendance; plans and provides meeting refreshments and meals (including ordering, coordinating with caterers and set up); room arrangement, readiness, post-meeting room cleanup (including but not limited to table and counter wipe down and dishes cleared and washed)
- Assists the Operations Associate with video conferencing tools, platforms and technology used in meetings held in the various conference rooms
Office Administration:
- Responsible for following important office functions: opening and distribution of incoming mail; ensuring that copy machines are full of paper and toner and are ready for optimal use daily; ensuring postage machine has adequate available postage, and new team member workspaces are adequately set up.
- Responsible for daily set up and maintenance of the office kitchen including but not limited to the making of coffee, cleaning table and countertops, clearing and washing dishes, running the dishwasher as needed, and end of day shut down.
- Monitors the sufficiency of office supplies on an ongoing basis and places orders as needed
- Data entry and transaction processing of incoming donations, gifts, and payments
- Provides administrative coordination and support for specialized initiatives, such as external event participation (parades, etc.…), team meetings and events, when requested
- Photocopies and files appropriate documents as needed
- Assists the SDAO with facility management, team training and orientation when requested
TECHNICAL EXPERTISE/EXPERIENCE AND QUALIFICATIONS
- Associate degree preferred, equivalent educational or work experience acceptable
- Two years of administrative experience including performing receptionist role and duties to a significant degree
- Proficient in the use of the Microsoft Office suite and Adobe Acrobat
- Advanced knowledge of Outlook calendar functions including room and resource scheduling
- Proficient in the use of the video conferencing equipment and platforms including Zoom and Microsoft Teams; ability to assist with troubleshooting video conferencing issues during meetings when they occur.
- Excellent oral and written communication skills;
- Strong interpersonal skills and demonstrated ability to establish and maintain effective relationships with persons of diverse backgrounds
- Skilled at dealing with internal and external partners respectfully, professionally and with diplomacy and tact
- Detail-oriented with the ability to learn and respond to changing priorities quickly, and to manage multiple responsibilities simultaneously in an organized and flexible fashion
- Skilled at problem solving, prioritization and decision making
- Quick learner of new technologies and utilizing systems that promote efficiency and effectiveness
- Able to work both independently as a self-starter and in a team environment
- Detail oriented with excellent accuracy
MANAGEMENT RESPONSIBILITIES
None
TRAVEL
Infrequent local travel
Pay range: $21.00 – $23.00/hr
ABOUT THE COMMUNITY FOUNDATION
For more than a century, the Community Foundation for Greater Buffalo has enhanced and encouraged long-term philanthropy in the Western New York community. A 501 (c)(3) organization, the Community Foundation’s mission is: Connecting people, ideas, and resources to improve lives in Western New York. Established in 1919, the Community Foundation has made the most of the generosity of individuals, families, foundations, and organizations who entrust charitable assets to the Community Foundation’s care. Learn more at cfgb.org.
APPLICATION PROCEDURE
Community foundations are designed to grow and evolve as our community’s needs change, and new positions are regularly created as a result. As the Community Foundation for Greater Buffalo continues to grow, we’re looking for talented people who want to use their abilities to make a lasting difference. If that is you, then please send a cover letter explaining your interest in this position and what you would bring to the Community Foundation for Greater Buffalo.
Send cover letter and resume as a single Word or PDF document via email to: Jobs@CFGB.org. Please submit response electronically via email. However, response may also be received by U.S. Postal Service if an electronic medium is not available. No calls please.
Application deadline: Open until filled. We thank all candidates for their interest; however, only those selected for an interview will be contacted. The Community Foundation for Greater Buffalo is an equal opportunity employer that values diversity, practices inclusion and works to advance equity.