Position Summary

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. This position will be mainly in-office, with opportunities for remote work as available. 

Responsibilities

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. 

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. Sign for packages and receive and distribute 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 EHA headquarters in a professional condition, befitting an international organization. Oversee daily facility requirements regarding maintenance, repairs, cleaning services, recycling, storage, hospitality (meetings), supplies, purchasing, maintaining 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 EHA headquarters conference room meetings and events. 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 Credit Card Reports
• Participate in other projects and tasks as required or assigned by supervisor
• Provide support to other EcoHealth Alliance Teams including Development and Program
• Be responsible for regular feeding, watering, and care of office flora and fauna (Please be aware that there are snakes and other reptiles in the office)

Qualifications

• 2 years of administrative work in an office environment or supply procurement, or equivalent experience in customer service
• 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