Receptionist / Administrative Assistant
Douglas Shaw & Associates is a full-service marketing and direct response fundraising agency serving primarily faith-based nonprofit organizations. We assist clients with strategic planning, tactical execution, and full-cycle analytics for custom integrated fundraising programs. DSA provides a casual work environment that is based on honesty, integrity, mutual respect and fun.
*This position is a HYBRID position reporting to the Executive Assistant to the CEO
*In-office days will generally be Tuesday-Thursday. Must have flexibility to be in the office other days as needed for occasional company and client event meetings
*The duties in this job are always changing and growing but some tasks remain the same.
RESPONSIBILITIES:
Reception:
- Greet all guests, vendors and delivery people in a welcoming and courteous manner
- Answer all incoming phone calls promptly within a 2-3 rings time frame.
- Maintain or assist in maintaining all employee lists including, but not limited to: Company Calendar, Company Directory, Phone list, Birthdays & Employment Anniversaries
- Keep reception and kitchen / common areas tidy and well-organized
- Order and maintain office and kitchen supplies
- Purchase postage and prepare shipment of overnight packages for DSA team as requested
Admin:
- Provide administrative support to Assistant to CEO and Assistant to COO
- Support Client Services department and other DSA team members as needed
- Provide hospitality support for client meetings, company meetings, etc. May need to run errands
- Assist with special projects as needed, occasionally helping with personal matters
- Manage Expense reporting for Office and Digital Department credit cards
- Review production samples for accuracy, send samples to clients and maintain the sample room
- Handwrite envelopes for marketing efforts
- Arrange travel for Client Services team and others as requested
- Prepare or verify expense reports for certain senior management individuals
- Assist Sales Team as needed
- Be responsive to emails, texts, phone calls, occasionally outside of normal business hours
REQUIREMENTS:
- Bachelor’s degree or equivalent professional experience
- Minimum of 2 years of office experience or administrative experience
- Strong attention to detail and organization skills
- Highly reliable
- Self-starter with excellent follow-up skills
- Ability to solve problems and offer solutions
- Microsoft Office proficiency
- Must be able to maintain strict confidentiality
Special Considerations
Since the agency currently works largely for evangelical Christian nonprofit organizations, a unique sensitivity to client style (beliefs, culture, and preferences) will need to be exercised.
