Organizational Support Associate chez Infinite Legacy

General Job Summary: 

Under the general direction of the Regional Office Manager, and in accordance with established procedures, the Organizational Support Associate (OSA) has the primary responsibility of providing front desk/phone coverage and general administrative support to Director/Manager level positions within the organization. This position requires regular interaction with the public, management, employees, and job applicants. Discretion, ability to work autonomously and judgment in establishing priorities and meeting deadlines is required.  

This position is based 100% in house at the Infinite Legacy offices and is not eligible for telework and flexible scheduling. Position serves as the front desk receptionist and will spend the majority of their time at the front desk in the lobby of Infinite Legacy. Core Infinite Legacy business hours are 8:30 am to 4:30 pm. Position may require coming in prior to or staying after core business hours to complete assigned tasks. 

Education and Experience: 

1. Demonstrated skill and knowledge of administrative support and receptionist procedures, generally acquired through 1 - 3 years of related work experience.  

Required Skills/Abilities:  

• Proficient user of all Microsoft Office applications. 
• Customer-service oriented self-starter who is able to work under minimal direct supervision.  Must be capable of quickly assessing the organization’s needs and providing support.
• Detail oriented professional with excellent verbal and written communication skills with emphasis on superior service delivery to both internal and external clients via telephone, electronic communications and in person.
• A team-player with a can-do attitude who can meet quick deadlines and turnaround times on projects. 
• Business casual dress is required for this position.  No t-shirts, sweatshirts, logos, etc.

Duties/Responsibilities: 

1. Serves as the face of the organization for all visitors.  Provides support for all visitors, vendors, volunteers, and others who arrive on site.
2. Answers telephone, screen and appropriately route calls, page employees and accurately document messages.
3. Greets and directs visitors appropriately. Maintains guest registration logbook and issues visitor badges. At times, may be required to stay after hours to greet visitors at the discretion of leadership.
4. Maintains safe and clean reception area, conference rooms, coffee areas and kitchen, this includes straightening, wiping counters, and running/unloading the dishwasher. 
5. Posts all outgoing US mail and appropriately sorts all incoming mail.  Maintains an adequate level of postage available on the meter.  Maintains the mailroom in a neat and orderly fashion.
6. Arranges for UPS, FedEx, and occasional courier delivery.
7. Assists in the ordering, receiving, stocking and distribution of coffee and office supplies. This includes entry of office supplies into and out of BTM (IL’s inventory management system)
8. Updates calendars, schedules, and sends requested placeholders for organizational/departmental meetings. Helps with coordination of all Infinite Legacy and other supported events.
9. May assist with set up and breakdown of events that occur onsite at Infinite Legacy to include catering set up and clean up.
10. Provides administrative support for the organization, including but not limited to, onboarding activities, scanning, filing, data entry, creating visual presentations, scheduling meetings, bundling of supplies, PMB support, and various ad hoc projects.
11. Delivers all facsimiles electronically to the appropriate recipient in a timely fashion.
12. May be required to perform administrative duties for various departments. 
13. Other duties as assigned.

Join Our Team & Enjoy Great Benefits!

At Infinite Legacy, we care about our employees' well-being, both at work and in life. That's why we offer an excellent benefits package designed to support you and your family.

Our Benefits Include:

• Health, Dental & Vision Insurance: Comprehensive coverage for you and your loved ones that offers minimal cost to the employee and extraordinarily low deductibles.
• Paid Time Off: Take the time you need to relax and recharge with ten company paid holidays and one personal day annually as well as a very generous paid time off accrual.
• 401K: Plan for your future with employer contributions.  Contribute to your retirement on day one of employment that is 100% vested with a 6% match.
• Life & Disability Insurance: Peace of mind, no matter what happens.  Infinite Legacy offers company paid life insurance, short-term disability and long-term disability
• Pet Insurance Discounts: Because your furry friends matter too! Realize significant discounts on medical care and prescriptions.
• Tuition Reimbursement: We support your growth and development with education assistance.

Join our team today and experience a workplace that truly values you!