Secretary

One More Child•Lakeland, FL

10d•Onsite

About The Position

As a Secretary providing first impressions and administrative support at HQ, you will play a crucial role in ensuring the smooth operation of the respective buildings on campus. Your primary responsibility will be to provide efficient and effective administrative assistance to the centers' management and staff. You will be the first point of contact for visitors and clients, representing the centers with professionalism and a welcoming demeanor. Organizational and communication skills will be essential in managing administrative tasks and maintaining a positive work environment.

Requirements

Have at minimum a high school diploma or a GED; additional certification or training in office administration is a plus.
Proficient in Microsoft Office, specifically Word, Excel, and Outlook. Willingness to learn Raiser’s Edge database program & Microsoft Bookings.
Strong organizational and time management skills.
Ability to handle multiple tasks with accuracy and attention to detail.
Familiarity and/or willingness to learn office equipment (printers, fax machines, copiers, etc.)

Nice To Haves

Proven experience as a secretary or administrative assistant, preferably in a similar setting

Responsibilities

Front Desk Operations:
Greet visitors, clients, volunteers, donors, and partners with a warm and friendly attitude, ensuring their needs are addressed promptly.
Manage incoming calls, emails, and correspondence professionally and route them to the appropriate personnel.
Organization and tidiness:
Create a welcoming and hospitable environment by maintaining tidy and organized common areas including the front desks and lobbies, conference rooms, restrooms, break rooms, and workrooms.
Order restocks of office supplies and snacks for staff within budget allocations.
Schedule maintenance as needed.
Scheduling and Calendar Management:
Coordinate appointments, meetings, and client shopping appointments for the center’s staff and clients.
Manage calendars, ensuring accuracy and efficient use of time.
Coordinate back-up schedule for front desk coverage as needed.
Preparing all tour displays in Compassion Center’s lobby.
Administrative Support:
Maintain accurate records, databases, and filing systems for GIK, volunteer hours and resource distribution, subject to change.
Handle sensitive and confidential information with the utmost discretion.
Support the Compassion Operations Teams with general administrative tasks as needed.
Coordination and Logistics:
Arrange meetings, conferences, and workshops, including booking meeting rooms and printing materials.
Schedule client’s shopping appointments, organize emergency boxes, count minimal diapers, and assist in family market as needed, upon Supervisor’s request.
Support the logistics of campus tours.
Review the organization’s Bookings system at least once daily to confirm accuracy and completeness of scheduled tours, room use, and client appointments, ensuring seamless coordination and hospitality for all staff and visitors.
Maintain effective communication channels within the centers, ensuring timely dissemination of information to staff, clients, and volunteers.