Administrative Assistant

• 5 years of professional experience with multi-line telephone systems
• 3 years of experience in customer services, administrative and clerical processes
• Proficient knowledge and experience using Microsoft Office Suite
• Knowledge of office equipment such as copy/fax machine, postage machine, etc.
• Must demonstrate a high level of organization, attention to detail, and multi-tasking
• Professional attitude and appearance and calm under pressure
• Self-motivated and polite demeanor
• Excellent verbal and written communication skills and excellent reading comprehension
• Personal integrity, truthfulness and accountability are critical, invaluable and essential characteristics
• Maintain a valid Arizona Driver’s License and must have a clean driving record
• Bilingual English/Spanish a plus

Physical & Mental Demands:

• Some local travel to other locations for meetings or other business-related needs
• The population GRM serves is frequently in crisis. This work may involve exposure to trauma, conflict, illness, behavioral-health concerns, and emotionally difficult situations.
• The Part-Time Administrative Assistant must maintain appropriate professional boundaries, sound judgment, confidentiality, and a calm, compassionate leadership presence.
• GRM recognizes that compassion fatigue is real and strongly promotes employee self-care and sustainable leadership.
• Requires frequent sitting, standing, and walking and may require lifting, carrying, pushing, or pulling objects weighing up to 50 pounds.
• A flexible schedule may occasionally be required to support the Admin Team.

Responsibilities & Duties

The Part-Time Administrative Assistant is Gospel Rescue Mission’s (GRM) “Voice of the Mission” and the first point of contact to visitors, guests, donors, dignitaries, and the general public. The Administrative Assistant’s primary role will be to answer all incoming phone calls and determine the nature of the call to effectively route calls to the appropriate point of contact within GRM. The Administrative Assistant is responsible for handling front office reception and administrative duties, including greeting guests, answering phones, handling inquiries, and sorting and distributing mail. In addition, the Part-Time Administrative Assistant provides front desk and administrative office coverage during staff breaks and lunches, and when staff are out of the office, ensuring the front office is never left unattended. This position requires a high level of reliability, dependability, and fulfilling responsibilities.

General Activities

• Actively participate in the process of raising the standard in the Administrative Office areas of responsibility
• Under the leadership of the Executive Assistant, maintain the Standard of Excellence
• Provide front desk and reception coverage during scheduled breaks and lunch periods for administrative staff
• Cover reception and administrative office duties when staff are out of the office due to paid time off, illness, meetings, or trainings
• Follow handoff notes and coverage procedures so phones, visitors, and mail are handled without interruption, and communicate any open items when coverage ends
• Maintain schedule flexibility within the 30-hour work week to meet the department’s coverage needs, as scheduled by the Executive Assistant
• Take messages and or send emails when appropriate personnel is not available
• Welcome, host, and direct administrative office visitors, walk-ins, and phone calls, and make sure they are comfortable
• Screen new visitors through the intercom
• Escort guests from the GRM Main campus to GRM North as needed, making sure they arrive safely and are connected with the right staff
• Maintain daily, weekly, and monthly task log, inventory, and to-do list
• Make coffee daily, set out snacks, and restock supplies in the Conference Room, Admin Reception area, Admin Lounge, and Business Center
• Restock administrative restrooms
• Maintain the administrative office waiting area/reception, staff offices, conference room, boardroom, business center, staff lounge, office/storage closet, and any other areas of the administrative office as attention is required
• Replenish and track office orders such as but not limited to snacks/drinks, specialty items, letterhead, business cards, printer supplies, paper, and office furniture/supplies
• Light sweeping, mopping and disposing of trash in the administrative office
• Maintain conference room upkeep and organization
• Troubleshoot front desk phone equipment problems with the IT Team and serve as the point of contact for front desk phone equipment
• Direct and/or assist equipment operation, copying/printing projects, mailing preparation, etc
• Sort all GRM mail, place it in administrative mailboxes, and notify staff regarding mail pick up for the appropriate department
• Record and report outcomes of GRM administrative efforts as outlined in department playbook
• Assist Human Resources with pre-employment paperwork
• Assist with projects as directed by the Executive Assistant
• Manage calendars and schedule meetings for the Executive Assistant and leadership as directed, including conference room and boardroom reservations
• Prepare, format, and proofread correspondence, memos, agendas, forms, and reports
• Create and maintain organized electronic and paper filing systems
• Perform accurate data entry and keep records, contact lists, and databases up to date
• Help prepare for meetings and events by setting up rooms, printing materials, and ordering meals or refreshments
• Take and distribute meeting notes as requested
• Log and route deliveries, packages, and in-kind donations received at the front office to the appropriate department
• Assist the Development team with donor acknowledgment letters and mailings as directed
• Assist with travel arrangements, purchase requests, and expense receipts as directed
• Perform other duties as assigned.

Essential Experience, Skills, and Competencies:

• Efficient, organized work style, and an ability to prioritize quickly and confidently while managing multiple deadlines

• Ability to work independently, with little supervision

• Consistently demonstrate professional telephone etiquette, communicating with integrity, respect, compassion, and clarity in all interactions

• Ability to handle sensitive information and materials

• Operate the switchboard with skill and accuracy

• Ability to exercise initiative and sound judgment and to react with discretion under varying conditions

Professional Development

• Achieve weekly, monthly, quarterly, and annual success goals as approved and by GRM benchmarks and strategic plan
• Attend professional training and networking opportunities as directed
• Attend staff meetings or other meetings as directed
• Perform other duties as assigned