Administrative Assistant

Job Description

Position Title:
Administrative Assistant

Reports To:
Executive Administrative Assistant

Compensation Plan:
Non-Exempt, Hourly (40 hours per week)

Eligible Benefits:
All benefits per the HLI Employee Handbook

BFOQ:
This position has a bona fide occupational qualification as follows: knowledge of the Catholic Faith; its beliefs, practices, liturgy, structure, and protocol. Requires a complete understanding of the organization's position on life issues and signing the HLI Non-Disclosure Agreement and the HLI Statement of Faith.

Position Summary:
Responsible for greeting visitors to the HLI building with a friendly and helpful attitude and notifying HLI staff and tenants when they have a visitor. Answer multiple phone lines and announce via the overhead page system building-wide notifications, to include the Angelus/Regina Caeli, Mass, and important messages. This position requires a friendly demeanor. Knowledge of Microsoft Office Suite is required.

Specific Duties:
1. Answer a multi-line phone system and transfer calls to appropriate personnel or tenant.
2. Receive individuals entering the building via the main entrance and notify the appropriate personnel or tenant.
3. Receive packages from delivery services and notify the Shipping Clerk for distribution of HLI packages.
4. Assist with building security by locking the front doors when the front desk will be unstaffed and verify that the doors are locked. At the end of the day ensure lights, fans, etc. are off and secured.
5. Reply, monitor, and direct e-mails from our website contact page (hli@hli.org) and marketing emails (fr.boquet@hli.org) to the appropriate personnel.
6. Assist the Shipping Clerk by taking store orders over the phone, assisting with conference packing, moving large or heavy items; and when needed distributing mail and delivered packages, processing packages for product orders, and other Shipping related tasks.
7. Update Front Desk SOP's regularly with necessary updates/changes.
8. Assist with the processing of donor gift acknowledgement letters.
9. Take donations over the phone.
10. Assist with creating messages on voicemail and creating appropriate signage for the front lobby door for holidays.
11. Check Outlook calendar regularly for scheduled vendors, events, and tenant events occurring in the building.
12. Assist with clerical tasks in other departments as needed - i.e., Finance, Advancement, Operations, etc.
13. Support other HLI departments with clerical tasks as needed and assigned by supervisor.

About the Employer

HLI's Mission Statement is Defending Life and Family Around the World.

Human Life International is the world's largest global pro-life apostolate, with an active network in nearly 100 countries.

Learn more at www.hli.org.