Administrative Assistant, Front Desk Receptionist
OneQuest Health
full-time
Posted on:
Location Type: Office
Location: Covington • Kentucky • 🇺🇸 United States
Visit company websiteSalary
💰 $17 - $19 per hour
Job Level
JuniorMid-Level
About the role
- Provide administrative assistance and support to senior leadership using general administrative assistant skills including scheduling, proofing correspondence, using templates to send offer letters, taking minutes on occasion and other like-type tasks as well as providing receptionist/front desk coverage when the primary receptionist is on break, vacation, or absent during illness, or otherwise using Paid Time Off.
- Provide general administrative support to C-Level Officers and designated Directors as instructed by Executive Administrative Assistant to the CEO.
- Support may include, but is not limited to: Scheduling meetings.
- Filing, correspondence, reference checks, and taking meeting minutes for C-Level Officers and Vice Presidents as assigned.
- May draft accurate, professional written and electronic correspondence that is free of spelling, grammatical, and formatting errors.
- Assisting with the annual Giving Tree project.
- Managing agency wish list(s) and online gift registries.
- Assisting with preparation of materials for community engagement events (e.g., school fairs, speaking engagements).
- Assist with ordering food and catering services for meetings and events.
- Assist with coordinating and setting up of New Employee Orientation, All Staff meetings, and other agency meetings.
- Assist with facilitating the ordering process for agency shirts (polo shirts and t-shirts), name badges, lanyards, and badge holders.
- Manage all facets of the reception area of CHNK’s administration building from 8:30AM to 5PM Monday through Friday.
- Answer calls made to CHNK Behavioral Health's (CHNK) main number in a professional, friendly manner; efficiently and effectively direct each call to the appropriate staff or department.
- Greet and welcome guests and visitors with a positive, helpful attitude as they arrive for meetings, events, or other onsite activities, offering hospitality and notifying the appropriate staff or department of their arrival in a timely manner.
- Accept deliveries on behalf of CHNK and ensure the recipient is notified of the package arrival in a timely manner.
- Sort incoming mail: help departments prepare outgoing mail (e.g., managing the postage meter machine, running the folding machine, stuffing/ sealing envelopes, etc.).
- Accept in-kind donations on behalf of the Development Office, ensuring the donor fills out a donor form, the donated item(s) are routed appropriately, and the Development Office notified of the donation.
- Assist on-site applicants/new hires for employment by providing them with New Hire Packets to be completed, answering questions regarding forms, ensure paperwork is completed correctly, signed correctly, and is placed in the appropriate Human Resources mail slot.
- Coordinate pre-arranged drug screen between new hire staff member and designated associate performing drug screen.
- Ensure all conference rooms and hospitality rooms in the administration building, as well as the mail room, are presentable and well-maintained (e.g., technology is functional, beverage stations are stocked, sanitization products are available, furniture is clean and arranged appropriately, etc.)
- Assist colleagues, as needed, with administrative tasks such as making photocopies, sending faxes, taking notes, scheduling meetings, and other ad-hoc job duties
Requirements
- Associate degree in English, Communications, Business or related field, or equivalent knowledge and experience.
- Bachelor’s degree preferred.
- 1–2 years’ experience in an administrative capacity, some experience as a receptionist also preferred.
- Proficiency with Microsoft suite of programs, including Outlook (email and calendar).
- Excellent written and verbal communication skills.
- Self-motivated, organized, and proficient at multi-tasking.
- Ability to manage highly confidential information in a trustworthy manner.
- Ability to maintain effectiveness when experiencing major changes in work tasks or the work environment; ability to efficiently adjust within new work structures, processes, or requirements.
- Strong critical thinking skills and ability to work independently; skilled at identifying, taking ownership of, and intelligently resolving minor issues without involving senior leadership.
- Effective management of time and time constraints.
- Comfort communicating and collaborating with all levels of the team, including fellow employees, donors, volunteers, contractors, and Board members.
- High standards of performance; willingness to assume responsibility for the timely and correct completion of assignments or tasks.
- Must have a current driver’s license and insurance.
- Demonstrate proven sensitivity to the various cultural and socioeconomic characteristics of Children’s Home of Northern Kentucky clients and staff.
- Ability to work occasional evenings and weekends.
Benefits
- 18 PTO days off
- 13 paid holidays
- 6 Long Term Illness days
- retirement plan with 6% match after 1 year
- tuition reimbursement
- student loan repayment assistance
- 4 weeks of paid parental or elder care leave
- availability of zero deductible medical plan
- dental plan
- vision plan
- employer paid life insurance and long-term disability insurance
Applicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard skills
administrative assistanceschedulingproofreadingcorrespondence draftingminute takingfilingreference checksmulti-taskingmanaging confidential informationordering food and catering services
Soft skills
excellent written communicationexcellent verbal communicationself-motivatedorganizedcritical thinkingtime managementcollaborationresponsibilityadaptabilitysensitivity to cultural characteristics
Certifications
Associate degreeBachelor’s degreecurrent driver’s license