Front Desk Office Administrator / Executive Assistant to Director of Operations

Job Purpose

The Front Desk Office Administrator & Executive Assistant to Director of Operations serves as the ministry's first point of contact with clients and the general public by providing a warm welcome. The successful candidate will be a motivated self-starter with a professional demeanor, and will possess a positive attitude and excellent verbal, written, and interpersonal communication skills.

Responsible for gaining knowledge of the business programs and basic procedures for Abe Brown Ministries, Inc /inspHire. This role supports the entire Ministry in providing reception, secretarial, operational, clerical, and administrative support to ensure that client service is provided in a courteous, effective, and efficient manner. Duties include answering the phone, greeting clients and guests of the ministry, making client referrals, preparation of correspondence, and supporting the Ministry staff, as necessary.

Duties & Responsibilities

Oversee ministry-wide communication, including:

• Greet, screen, and direct visitors and phone calls with a positive and helpful spirit
• Manage the phone system, including reviewing, responding, and redirecting ministry voice mail
• Handle sensitive information in a professional manner, including community service participant information, prayer requests, etc.,
• Create, review, respond to, and redirect emails

Perform various clerical and administrative tasks to maintain the day-to-day ABM operations, including:

• Distribute and manage mail, deliveries, and shipments
• Organize and maintain ministry-wide staff administrative supplies
• Communicate with outside parties regarding copiers, network printer, and other equipment needs
• Maintain the layout, organization, and cleanliness of staff areas, including the office, reception, and other areas as needed
• Process and maintain attendance using Microsoft Excel and other information received from ministry volunteers
• Work with and assist other staff members at the discretion of Supervisor
• Build effective relationships with all staff and volunteers to determine their administrative needs, including requirements and timelines, and methods to overcome any barriers that may hinder completion of tasks
• Assist with food bank distribution and data entry of food bank participants

Accomplish the job through…

• Strong people and customer service skills
• Strong organizational and time management skills
• Ability to assume and complete tasks with little or no supervision
• Aptitude to learn other computer programs, as needed (i.e. Canva, Adobe, etc.)
• Experience with data entry and database programs
• Demonstrate strong written and oral communication skills; ability to follow oral and written instructions

Qualifications

• High School Diploma or GED required.
• Associate degree or bachelor’s degree (preferred)
• Previous non-profit or ministry work-related experience (2 years minimum)
• Administrative experience (4 years minimum)
• Proficiency with Microsoft Office Suite (Excel, Outlook, and Word) and general databases.
• Maintain professional appearance and comply with company dress code.
• Excellent computer, typing, and data entry skills.
• Discretion; able to maintain complete confidentiality involving both clients and fellow employees.
• A positive, cheerful attitude with a heart for service.
• Dependable, professional, punctual, organized, flexible, and adaptable to administrative challenges.

Working Conditions

General office environment. Work is generally sedentary in nature but does require some standing and walking for up to 10% of the time. Work is generally performed within the office environment, with standard office equipment available.

Physical Requirements

• Must be able to read, write, and communicate fluently in English. Must have good vision and ability to lift up to 30 pounds.
• Must be able to spend long hours sitting and using office equipment and computers.
• May be required to do some light lifting of supplies and materials occasionally.