The Receptionist, reporting to the Director Facilities and Administrative Services, is a member of the Facilities & Administrative Services team. Together, the Facilities & Administrative Services team manages and maintains the facilities and services needed to meet on-going organizational needs and respond to future needs.
The Receptionist has responsibility for responding to inquiries from staff, guests and callers; receive and serve as the primary contact for visitors and guests and for acting as the first level resource for the safety and security of staff in the New York office.
Duties and responsibilities include, but are not limited to:
Communication: Excellent interpersonal abilities; good listening skills, writing and verbal skills, ability to be discrete
- Greeting, directing and maintaining a record of all visitors to the Foundation.
- Operating console, answering general telephone inquiries and referring specific inquiries to the appropriate person.
- Managing the Foundation’s guest lists in coordination with building concierge.
- Keeping abreast of Foundation initiatives and activities to deliver relevant and accurate information.
- Managing and monitoring meeting requests through the Meeting Room Manager (MRM) system.
- Coordinating A/V requests, meeting set-up requirements, and catering with respective departments.
- In accordance with Grants Management, sending declination letters to unsolicited prospective grantees.
- Work on special projects as requested, such as staff retreats.
- Manage fire safety, including the appointment of fire safety teams.
- Cross-train Facilities and Administrative Services and Mail Room staff on all receptionist duties to ensure the desk is managed properly during his/her absence.
- Distribute supply requests to Foundation staff, in addition to maintaining IntelliTrack, the department's supply reporting system.
- Monitoring and overseeing reception and adjacent work space conditions, such as keeping reception area neat; informing the Facilities Manager when plants in reception need up-keeping; and maintaining reading materials.
- Sorting and disseminating unaddressed mail.
- Performing related duties as directed or assigned by manager.
Decision-Making: Analytical and strong problem-solving abilities, takes initiative, drives for results, ability to prioritize work, communicates problems and proposes solutions, as appropriate
Execution : Sense of urgency and responsibility, meets deadlines, flexible work style, ability to multi-task and work under pressure, detail oriented
Partnership and relationship Building : Internal and/or external ambassador, intercultural appreciation, interpersonal abilities, adaptable and flexible
Strategic Ability : Anticipates future opportunities and consequences, demonstrates innovative approach to work, ability to organize chaos into coherent plan
Education, Training and Experience
The Rockefeller Foundation offers a competitive salary commensurate with experience. The Foundation provides a very generous package of benefits.
- A high school diploma or equivalent
- At least three years of experience as an executive receptionist. Experience with telephone console operation in an office setting. Demonstrated ability to apply related practices and to use tools and systems of the field
- Experience in the non-profit sector and familiarity with progressive philanthropy preferred
- Understanding and basic skill in use of: MS Word, Excel, Outlook, Internet search engines, PowerPoint, and ability to learn new applications quickly
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