June 29, 2020

Administrative Assistant – Reception

EcoHealth Alliance seeks an energetic individual to join our team as an Administrative Assistant – Reception. The Administrative Assistant – Reception position serves as the first point of contact with visitors, collaborators, funders, board members, and provides assistance to individuals with routine questions; providing general information; answering the main phone line; making reservations; managing electronic calendars; and performing general clerical duties such as data entry, typing, and faxing. The Administrative Assistant – Reception position will also provide coordination of office vendors, including international shipments and supplies. Due to the COVID-19 pandemic, this position will begin as a remote position. Any in-office tasks will be evaluated upon business need and staff safety.

PRIMARY RESPONSIBILITES:

This position would not have supervisory responsibilities, but may assist in directing the work of a student, intern, or temporary worker as necessary. The position requires that an individual be skilled in basic customer service and prioritizing tasks in order to be able to efficiently direct the flow of visitors, phone calls, emails, and appointments.

Responsibilities will include:

Reception

Maintain reception services and greet all visitors to the office in a courteous and friendly manner. The Administrative Assistant – Reception is expected to be generally conversant with our mission, major programs, and current programs. Duties will include scanning and photocopying; assembling information packets, stuffing envelopes; sorting mail and answering phones; and signing for packages and receiving and distributing internal mail.

Organizational Systems

Maintain and coordinate facility wide systems for telephone, mail and shipping, conference room scheduling, calendaring and internal email list management, and others. Provide minor technical support and triage with external IT vendor, as needed. This position will support the Office Manager in maintaining a clean and professional appearance in the office. Data entry will be required.

Facility Management

Assist in maintaining EcoHealth Alliance headquarters in a professional condition, befitting an international organization. Oversee daily facility requirements regarding maintenance, repairs, cleaning services, recycling, storage, hospitality (meetings), supplies, purchasing, maintain kitchen area, and similar tasks. Additional tasks will include maintaining stock of medical, travel, and hardware supplies; communicating with vendors and placing orders for appropriate supplies within assigned budgets.

Events

The Administrative Assistant – Reception will be required to place food orders in advance, and set up, maintain, and clean up after conference room meetings and events at EcoHealth Alliance headquarters. Also the Receptionist will assist HR with monthly staff birthday parties and other office events including annual holiday parties and intern lunches. During remote work periods, the position would assist with staff morale and office culture activities and trainings.

OTHER DUTIES:

  • Manage personal EcoHealth Alliance timesheets
  • Participate in other projects and tasks as required or assigned by supervisor
  • Provide support to other EcoHealth Alliance teams including Development and Programs
  • Be responsible for regular feeding, watering, and care of office flora and fauna

QUALIFICATIONS:

  • Bachelor’s Degree
  • Some administrative work in an office environment or supply procurement
  • A friendly and professional demeanor
  • Strong sense of organization
  • Willingness to do hands-on facility management and able to lift paper reams and other supplies weighing up to 20 lbs
  • MS office intermediate level skills
  • Able to multitask and triage competing priorities
  • Experience with Nexonia, Google apps, or ADP a plus

At EcoHealth Alliance, our vision is a workplace with a diverse and talented staff where people want to come, to stay, do their best work, and grow. We recruit, employ, train, compensate and promote our staff without regard to race, ethnicity, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, or socioeconomic status. This position is based at EcoHealth Alliance in New York City. EcoHealth Alliance offers a competitive salary and a comprehensive benefit package including health, dental, and vision coverage, and a 403(b) pension plan. EcoHealth Alliance is proud and deeply committed to being an equal opportunity employer.

How to Apply:

Send an email with a single attachment labeled with your first and last name only (“firstlast.pdf”) in PDF format containing only (a) a cover letter, (b) CV, and (c) three references to jobs@ecohealthalliance.org with “ADMINISTRATIVE ASSISTANT-RECEPTION” in the subject line. Emails without the subject line or with multiple attachments will not be received. No formal text is required within the body of your email, since only the attached document will be retained. All inquiries will receive an automatic response confirming receipt. Applications will be evaluated and only appropriate candidates will be contacted. Applications must be submit by July 15, 2020 for consideration.

Thank you for your interest in EcoHealth Alliance!