Administrative Assistant, Louisville, KY

Location

Kentucky | United States

Job description

SCOPE OF WORK:

The Administrative Assistantis responsible for general office support and receptionist services for the IRC in the Louisville office.

MAJOR RESPONSIBILITIES:

• Greet visitors, ascertain their needs, answer basic questions, and direct them to the appropriate staff person or department. Manage flow of visitors during peak periods such as open office hours.
• Answer and direct incoming telephone calls. Take messages and answer basic questions.
• Make appointments and conduct follow-up calls. Manage voicemail system and send messages to appropriate staff.
• Provide referrals and information on IRC programs and services. Refer non-IRC clients to appropriate internal and external resources.
• Maintain and tidy up the lobby periodically throughout the day. In collaboration with the Operations Manager, order and maintain stock of office supplies, maintain office equipment, arrange for equipment repairs as needed, and accept community donations.
• Coordinate calendaring and use of shared spaces such as conference rooms and classrooms.
• Receive and distribute mail. Process outgoing mail and deposit in mailbox on daily basis.
• Assist with safety and security measures as required.
• Other tasks and projects as assigned.

KEY WORKING RELATIONSHIPS:

Position Reports to: Operations Manager; Position works closely with Resettlement Manager and Managing Attorney

JOB REQUIREMENTS:

• High school diploma required; some university education, preferred.
• Fluency in both English and Spanish with strong verbal and written communication skills, required.
• Demonstrated proficiency with Microsoft Office programs including Excel, Word and Outlook.
• Must be well-organized, reliable, professional, detail oriented and flexible.
• Ability to work independently, be a self-starter and maintain responsibility for multiple tasks.
• Ability to be resourceful and proactive in dealing with issues that may arise.
• Ability to speak in a clear and friendly manner over the phone.
• Ability to greet clients and visitors in a friendly and welcoming manner when face-to-face.
• Desire to work as a team member and in a multicultural workplace.
• US work authorization required.

WORKING ENVIRONMENT:

• Professional, fast-paced office environment.
• Must be able to use a computer for long periods of time.
• Position hours are Monday-Friday, 9:00am-5:00pm.
• Position is fully in person.

Compensation: Posted pay ranges apply to US-based candidates. Ranges are based on various factors including the labor market, job type, internal equity, and budget. Exact offers are calibrated by work location, individual candidate experience and skills relative to the defined job requirements.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

US Benefits: The IRC offers a comprehensive and highly competitive set of benefits. All US employees are eligible for sick time, a 403b retirement savings plans: up to 4.5% immediately vested matching contribution, plus an 3-7% additional IRC contribution, and an Employee Assistance Program which is available to our staff and their families to support in times of crisis and mental health struggles.

In addition, full-time employees are eligible for 10 US paid holidays, 20-25 paid time off days, disability & life insurance, medical, dental, and vision insurance (employee contribution starting at $135, $7, and $5 per month respectively) and FSA for healthcare, childcare, and commuter costs. Part-time employees are eligible for a proportionate amount of paid time off. These additional benefits apply to employees who work at least 6 months within a 12 month time period.

Job tags

Salary