JOB SUMMARY

Reporting to the Vice President of Information Technology, the Office Assistant will serve as a friendly, welcoming and professional representative of the National Trust in person and by phone, greeting visitors, handling package deliveries, and providing general office support, including assisting with administrative duties as requested.

DUTIES

Reception – National Trust Headquarters

• Serve as key point of contact for staff members at the National Trust’s office suite in Convene.
• Greet, announce and assist visitors to the Convene office, including answering questions about parking, directions and other neighborhood information.
• Assist staff in welcoming visitors to Headquarters by providing information to building security & Convene staff.
• Welcome new hires at Convene and assist staff and guests with connectivity.
• Assist remote/hybrid staff with booking conference rooms for meetings at Convene.
• Answer and direct incoming calls.
• Respond to emails in the general National Trust Feedback inbox from the website, answering questions or routing inquiries to appropriate departments.
• Provide initial triage of preservation-related calls, emails and other requests for information or assistance. Using provided guidelines and knowledge of the National Trust, the preservation field, and preservation-related topics, provide appropriate standardized responses or escalate inquiries for response as needed.
• Provide general information and assistance to staff as directed by supervisor.

Office Management – National Trust Headquarters

• Point of contact for the Trust’s long-term storage vendor, Iron Mountain and the short term storage at OMX. Liaise with staff for file retrieval, delivery, and return of items.
• Processing NTHP mail. Mail must be opened daily and delivered to HQ staff, and/or scanned and sent electronically to remote/hybrid staff.
• Point of contact for the postage meter. Monitor the amount of postage available and any supplies needed for the machine.
• Point of contact for National Trust FedEx account. Receiving packages, researching unpaid bills, correspondence with account managers, resolving package disputes, etc.
• General housekeeping at HQ, including but not limited to: inventorying and ordering office supplies & stationery; ensuring supply closets organized; decluttering office space; breaking down and disposing of/recycle empty boxes.
• Provide support as needed for events, including but not limited to assisting with set up and break down of meeting room tables, chairs and equipment for Trust events.
• Provide support for daily office services needs of the organization as assigned.

Administrative Assistance

• Update Phone list on staff Intranet (TrustNet).
• Provide support for the Administrative Division as assigned, including developing and processing documents and forms for a variety of projects including for the financial system.
• Additional duties as assigned.

QUALIFICATIONS

• Office assistant or similar customer/visitor service role, particularly in a matrixed and geographically dispersed non-profit. Background or education in preservation or closely related field preferred.
• Excellent verbal communication, interpersonal and customer service skills, including ability to communicate clearly in English by phone and in person, and experience relating to and engaging culturally diverse constituents. Friendly and outgoing with a collaborative and proactive work style. Bi-lingual language skills (especially English/Spanish) is a plus.
• Strong written communication skills, including excellent writing, spelling, grammar, and proofreading skills. Experience composing, editing and laying out digital newsletters and web communications preferred.
• Regular, reliable attendance, timeliness and dependability required, with ability to arrive and be ready to begin work reliably no later than 9:00am and work 9:00 am-5:00 pm, Monday – Friday. Some flexibility for earlier or later hours as needed is strongly preferred.
• Basic analytical and problem solving skills, including issue identification and prioritization. Ability to work with moderate supervision.
• Excellent attention to detail.
• Experience successfully interacting with key stakeholders, with ability to collaborate effectively across departments. Public contact and ability to work successfully in close proximity to others required.
• Ability to prioritize, multi-task efficiently and respond to a moderate volume of ongoing requests in a timely fashion. Strong organizational skills required.
• Ability to adapt and be flexible in a dynamic work environment. Ability to work effectively with frequent interruptions required. Able to handle frequently changing and/or unscheduled tasks with accuracy.
• Ability to continually develop skills related to use of rapidly changing technology and communications best practices.
• Intermediate level proficiency with all Microsoft Office products – Word, Excel, PowerPoint and Outlook required; experience with web editorial tools and Sharepont or similar web/design software a plus.
• Minimum physical requirements include but are not limited to the following on an as needed basis to assist with office services functions: ability to lift and carry up to 25 lbs; ability to push or pull up to 25 lbs; ability to bend, squat, kneel, twist/turn, climb, and reach above the shoulder.
• Regular and reliable attendance required.

PAY & BENEFITS