Receptionist

ABOUT HUMANITY UNITED:

Humanity United is a foundation dedicated to bringing new approaches to global problems that have long been considered intractable. We build, lead, and support efforts to change the systems that contribute to problems like human trafficking, mass atrocities, and violent conflict. HU is part of The Omidyar Group, a diverse collection of organizations, each guided by its own approach, but united by a common desire to catalyze social impact.

POSITION SUMMARY

The Receptionist will support Humanity United’s staff and visitors by performing general administrative office duties to ensure the smooth functioning of the office. Key responsibilities will include answering and transferring incoming calls, greeting and directing all visitors, managing office and kitchen supplies, and supporting office events and meetings.

As the face of Humanity United, you must be friendly, customer service oriented, organized, energetic, and unflappable.

KEY RESPONSIBILITIES:

    Manage the front desk at all times and take responsibility for providing a welcoming presence as the face of the organization. This includes:

    • Greeting and screening all visitors and incoming calls, registering guests as needed
    • Directing visitors to staff and conference rooms as appropriate
    • Keeping kitchen well stocked, organized, and clean for staff and visitors
    • Managing seventeen conference room spaces, supporting staff with room reservation process, and keeping rooms tidy throughout the day
    • Coordinating front desk coverage with other team members, as needed
    • Receiving and processing incoming mail, and providing outbound mail services
    • Coordinating with property management staff on maintenance and office support needs
    • Assisting with staff and external partner events and meetings, which may take place outside normal business hours
  • Embody Humanity United’s values in all interactions with internal and external stakeholders
  • Manage monthly budget for office supplies and groceries, proactively monitoring inventory
  • Manage HU-branded collateral by monitoring supply levels, maintaining vendor relationships, designing new pieces in coordination with the Communications team, and distributing to new hires
  • Collaborate with HU’s outside vendors and identify new potential partnerships
  • Create, maintain and publish staff directory on a monthly basis
  • Maintain the Receptionist Manual and the Emergency Action Plan, updating them on a regular basis to adhere to all security procedures
  • Collaborate with Office Manager and People team to plan and execute monthly staff events
  • Provide calendaring, travel, and general administrative support to the Operations team
  • Assist the IT, Facilities, and Security team with facility needs and special projects
  • Assist the People team with interview process and onboarding of new hires

EDUCATION and EXPERIENCE:

  • High School degree required, Bachelor’s Degree preferred
  • Experience working in a high-energy, professional environment
  • Demonstrated high level of customer service proactivity and support
  • Good knowledge of Apple and Microsoft Office hardware/software products and videoconferencing technology, with the ability to learn other applications as needed

SKILLS and ABILITIES:

  • Must be reliable and have good attendance
  • Must be able to demonstrate sound independent judgment and a proactive approach to seeing what needs to be done and taking action
  • Must have excellent written and verbal communication skills
  • Must possess a warm, friendly manner, with excellent interpersonal skills and telephone etiquette
  • Must be able to multi-task and prioritize workflow and adjust projects in a flexible and adaptable way
  • Must be able to sit (normal seated position) for the entire work
  • Must have outstanding attention to detail, accuracy and organization skills
  • Must be capable of focusing with background noise and comfortable working with a variety of personalities
  • Ability to lift and move medium to large items, weighing up to 50 lb, while utilizing appropriate equipment and safety techniques
  • Must have the ability to work full-time and be available to work late on special occasions

The above reflects management’s definition of essential functions for this position, but does not restrict the tasks that may be assigned. The above duties are representative only; management may assign or reassign duties and responsibilities at its discretion.

Please submit your application