Location: Washington, DC
Reports to: Facilities Manager/ Wellness Director
Youth For Understanding (YFU) advances intercultural understanding, mutual respect and social responsibility through educational exchanges for youth, families and communities. Through the exchange experience, YFU participants gain intercultural understanding, learn mutual respect, and develop a sense of social responsibility. Their experience abroad gives them leadership competencies necessary to meet the challenges and benefit from the opportunities of a fast-changing global community.
The Administrative Services Assistant provides reception and administrative support to overall operations. Serving as the first point of contact for greeting visitors, deliveries, and vendors, this role is responsible for providing excellent customer service and assistance to YFU staff and visitors. The Administrative Services Assistant provides administrative support to the Human Resources and other departments, assists with meeting activities, and provides back-up support to facilities, events, and human resources.
Responds to a variety of routine inquiries from internal and external parties to provide information, direction, and facilitate communication among parties; refer detailed questions to appropriate departments or staff members.
Greet phone callers, visitors, applicants, and vendors in a timely, professional and welcoming manner and provide them with appropriate assistance.
Monitor entry and exit of visitors and guests and act as first line of security; ensures adherence to appropriate security procedures.
Monitor incoming faxes and deliveries and notify appropriate staff members of their arrival.
Keep Facilities Manager/Wellness Director informed of any situations or problems related to office services, security, or other building-related issues
Human Resources & Administration Duties:
Support Human Resources Department activities by performing administrative support including, but not limited to: filing, employment verification’s, recruitment support, preparation of job descriptions, and special projects.
Supports departments with administrative tasks and projects, including research, data processing, filing and mailing projects, and meeting assistance.
Assists with on-boarding and off boarding tasks, including managing records, updates and staff access in YFU World and maintaining organizational charts and phone listings.
Mail Processing & Shipping:
Process all in-bound and out-bound mail with consideration to time, reliability and price in the most efficient fashion utilizing the mail-room equipment (postage meter/mailing equipment, feeder) appropriately.
Outbound Mail: Prepare, package, collect and set out all mail in appropriate areas for pick-up.
Inbound Mail: Open all non-personal/confidential mail and record, copy and stamp any checks/cash and distribute all payments to finance daily. Sort and distribute staff mail, including packages, upon receipt.
Prepare month-end reports from postage meter software and provide to Finance department.
Maintain all equipment, software, supply inventories and shipping accounts.
Research and select best possible mail providers (UPS, Federal Express, USPS) for short and long distance mailing keeping in mind time, reliability, cost and efficiency.
Assist with set up of new staff mailing procedures when required.
Meetings Management & Events Assistance:
Provides support for meetings management, including ensuring appropriate set up of board room, conference rooms, and other meeting spaces. Ensures rooms are set to appropriate configurations and A/V specifications.
Event Space: Conducts building tours to prospective space rental clients. Provides support and assistance for evening and weekend meetings events as needed, including setting up AV, customer service, room set-up and break-down, and security.
Subtenants: Answer questions, provide guidance on copy machines, mail and who to contact at YFU; refers complex questions to Facilities Manager/Wellness Director or designee.
Facilities Monitoring and Coordination:
Serves as back-up staffing for facilities, maintenance and property management activities; immediately alerts Facilities Manager/Wellness Director or designee of any issues relating to maintenance, damage, or emergencies.
Office Supplies: Monitors inventory and reorders office/facilities supplies when necessary; ensures the front reception area and common spaces area stocked, neat and organized.
Maintain and enforce kitchen calendar and policy for continued shared cleaning responsibilities.
- One to two years’ experience working in an office environment; some college preferred.
- Excellent oral communication and listening skills, telephone etiquette, and experience in a customer service environment; strong written communication skills.
- Excellent organizational skills; ability to multitask, manage, and follow-through on multiple projects and activities.
- Experience with Microsoft Outlook, Word, Excel, and Power Point.
- Previous receptionist experience, meetings and events, and human resources work experience strongly preferred.
- Ability to maintain high standards of confidentiality of employee records and information.
Computer, keyboard, printer, telephone, fax machine, copier
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The job requires the following physical activities:
Climbing. Ascend and descend step stools, using feet and legs and/or hands and arms to reach and restock mail-room/office/kitchen areas.
Stooping. Bending body downward and forward by bending at the waist and requires full use of the lower extremities and back muscles.
Crouching and Reaching. To stock office/mail/kitchen supplies in cabinets and closets.
Standing, Walking, Pushing, Pulling, exerting force in order to draw, drag, haul or tug objects.
Visual Acuity to operate equipment such as postage meter machines and copiers.
This position fits under “Medium Work”: Exerting up to 50 lbs. of force occasionally, and/or up to 10 lbs. of force frequently and/or a negligible amount of force constantly to move objects.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description will be reviewed periodically as duties and responsibilities change with business necessity. Essential and marginal job functions are subject to modifications.
Applicants must be eligible for employment and able to pass a pre-employment background check. If you are qualified and interested in being considered for this position, please submit your resume, cover letter, and salary requirements at the career site.