Receptionist and Administrative Assistant

To be considered for this position, please submit your resume and a cover letter outlining how your experience and skills match the qualifications of the role.

About Our Organization:

For over 60 years, the Community Foundation of Greater Chattanooga has strengthened the community by transforming generosity into lasting change. It exists to connect donors' passions - their values - with purpose, so that they can have a meaningful impact on the community. The mission of the Community Foundation is to transform generosity into lasting change toward a more just and prosperousChattanooga where all residents can reach their full potential. The Community Foundation of Greater Chattanooga is a trusted community partner, serving at the intersection between ideas and action, needs and resources, donors, and non-profits. The Community Foundation currently has assets under management of over $300M. The Foundation distributed over $34M in grants last year.

Job Summary:

The Receptionist and Administrative Assistant is an energetic, team-oriented and highly organized professional who provides administrative support and creates a welcoming environment for all who visit the Foundation. Reporting to the Executive Assistant and Facilities Manager, this position is the first point of contact for community members visiting or calling the Foundation and is therefore critical to achieving our mission. The Receptionist/Administrative Assistant supports day-to-day administrative needs across the organization and is a conscientious, detail-oriented individual who provides dependable support to help office operations run smoothly, and ensure our community partners are treated with the greatest respect and care.

Essential Duties and Responsibilities:

Reception, Visitor, & Constituent Assistance

• Create a welcoming environment for all people who visit or contact the Foundation via phone, email, or the website by responding respectfully and ensuring each constituent's needs are met.
• Provide information about the Foundation, including department locations, staff contacts, and available services.
• Assist community members who may call or visit the Foundation in finding appropriate community resources.
• Answer and direct phone calls; update phone messages and supports updates to the phone system, as needed.

• Maintain the Foundation parking lot, entries, lobby, conference areas, and meeting rooms by ensuring spaces are clean, orderly, and welcoming, including picking up debris, watering plants, straightening furniture, and completing meeting room setups.
• Facilitate or perform routine upkeep of office facilities, such as monitoring and replacing water filters, loading/unloading the dishwasher, keeping printers stocked with paper, etc.
• Maintain office and kitchen supply inventory, including monitoring stock, placing orders, and putting away supplies.
• smooth day-to-day office operations by coordinating with the Chief Financial Officer and the Executive Assistant & Facilities Manager as needed, including providing support in troubleshooting IT or maintenance issues, helping coordinate vendor service visits, and occasional office furniture assembly.

• Manage Foundation correspondence, including checking the main voicemail, responding to website inquiries, monitoring the fax, and sorting, collecting, and distributing daily mail.
• Assist in maintaining organizational documents (policies, manuals, etc.) on the shared drive and in other software as required; create fillable PDFs as needed.
• Create, send, track, and save DocuSign documents.
• Support administrative tasks and projects, including document creation, printing, mail merges, mass mailers, seasonal mailings, binder setup for meeting books, and circulation of special-occasion cards.
• Maintain calendars for all Foundation meeting spaces, process internal requests, and assist with meeting setup.
• Assist with coordinating meeting space use for organizations and individuals booking space at the Foundation, including managing room calendars, communicating requirements, and coordinating technology, access, entry, and exit.
• Provide administrative support for Board and Committee-related tasks such as meeting room preparation, tracking attendance, creating and updating member bios, assembling meeting books, and ensuring required documents are up to date.
• Support Foundation initiatives, activities, events, and meetings by assisting with presentation materials, ordering catering, making reservations, and designing and printing signs and table tents.
• Assist with gathering information related to conferences and meetings, including travel options for Foundation staff and board members.

• Answer telephones to direct calls or provide information.
• Digitally file documents or records.
• Greet customers, patrons, or visitors.
• Operate computers or computerized equipment.
• Order materials, supplies, or equipment.
• Prepare business correspondence.
• Proofread documents, records, or other files to ensure accuracy.
• Provide notifications to customers or patrons.
• Send and/or track information, materials, or documentation.
• Collect and distribute incoming mail.
• Schedule services with vendors.
• Create basic graphics and visual materials for presentations and reports.

• Ability to complete tasks with reasonable accommodations.
• Ability to remain at a workstation for extended periods of time while performing administrative and computer-based tasks.
• Ability to operate a computer and standard office equipment, including phones, printers, copiers, scanners, and other office machinery.
• Ability to move throughout the office regularly to access files, meeting spaces, office equipment, supplies, and common areas.
• Ability to communicate clearly and accurately in person, by phone, email, and other written communications.
• Ability to support front-desk, office operations, and meeting-related activities in a professional office environment.
• Ability to occasionally lift, carry, move, and position supplies, materials, or other objects weighing up to 25 pounds.