The Office Assistant & Receptionist oversees the office environment at Birthright Israel Foundation’s New York Headquarters and provides additional support for the Business Operations Department. The position is an excellent entry-level opportunity for an individual interested in non-profit management, operations, and facilities management to expand their skill-set at one of the premier Jewish and Israel education organizations in the non-profit world.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions unless this causes undue hardship to the organization.
Reports To: Associate VP, Legal Affairs & Business Operations
Serve as front desk receptionist and primary person responsible for overseeing the office environment, including opening/closing the office, greeting guests, answering central phone line for general inquiries and donations, monitoring office entry, managing security, accepting mail and packages, processing daily mail, processing and logging donations received via mail, maintaining vendor relations, ensuring availability of supplies, and assisting with seating arrangements;
Ensure overall office cleanliness and coordinating with building maintenance staff regarding maintenance needs;
Communicate on behalf of the Business Operations Department to all staff;
Organize and administer periodic all-staff meetings;
Manage relationships with all outside vendors and contractors that support the functioning of the office environment, including but not limited to those responsible for cleaning/maintenance, supplies, food & beverage services, construction, copy machines, copy/shredding, shipping, security, and HVAC systems;
Maintain regular contact with landlords at New York Headquarters and at all regional locations, including responding on behalf of Birthright Israel Foundation to ensure timely payment of invoices and addressing any issues that may arise;
Assist with overseeing the Business Operations budget, including documenting expenses, reconciling expenses vs. budgeted amounts, and making projections for future expenses and office needs;
Assist with assessing organization-wide insurance needs (excluding personnel) and maintaining all organizational insurance policies.
Identify and oversee applications for facilities-related security grants;
Communicate, on behalf of Birthright Israel Foundation, with counterparts at Birthright Israel North America regarding office management needs;
Support the Associate VP, Legal Affairs & Business Operations, on special projects as assigned;
Other tasks and duties reasonably related to job responsibilities.Other tasks and duties reasonably related to job responsibilities.
Educational Requirements: Bachelor's Degree
Skills and/or Experience Required:
0+ years related work experience;
Exceptional verbal, written, and diplomatic skills;
Ability to exercise discretion with confidential matters;
Team player with proven ability to work well with all levels of employees;
Proficiency in MS Office (Word, Excel, PowerPoint, Outlook);
Proficiency in Salesforce (not required, but preferred);
Strong organizational skills with an ability to multi-task and prioritize competing demands;
Polished, professional demeanor.
Regularly required to speak clearly and hear the spoken word well;
Regularly required to physically operate routine office equipment such as telephones, computers, etc.;
Regularly required to utilize near vision, ability to read data and documents, including spreadsheets and reports, in printed form and on computer screens;
Regularly required to move around inside the office to observe office environment, access file cabinets, inspect HVAC and storage rooms, and accept mail and packages;
Occasionally required to lift and carry boxes as well as supplies and equipment weighing up to 25 lbs.
Noise level is consistent with levels usually present in an office environment.
Hazards present are consistent with those common to an office environment.