Assistant, Employee Experience

Roles & Responsibilities

• Front Desk Reception
• Direct all incoming calls; answer constituent questions; provide information to vendors and guests.
• Respond to donor, vendor, and client emails sent via the general mailbox
• Welcome guests to the office, provide hospitality and direction as needed; liaise with building security to ensure guest access.
• Provide office tours as requested
• Acknowledge packages for staff and departments; organize and store for distribution.
• Alert teams when their mail has arrived and ensure the mail has been picked up in a timely manner
• Process all mail, including communicating with teams about large donations received and sending donations for processing
• Answer staff questions; assist with general issues as able; mobilize the Experience team to assist when necessary
• Manage building access, including interfacing with staff as well as Kastle vendors
• Assist with conference room reservations and set up as needed
• Maintain tidy and professional reception area, kitchens, mail room, copy rooms, and other common spaces; manage repair and maintenance of equipment (e.g., copy machine and coffee dispenser)
• Submit tickets to building management for office maintenance needs
• Restock office supplies as needed, including kitchen items
• Clean and maintain kitchen appliances, including coffee machines, microwaves, and refrigerators
• Work with the Specialist, Experience to ensure new staff are onboarded and offboarded in the office space. Add new hires to Kastle and The Arlington Office Teams Channel
• Execute Experience Team events within budget restraints; promote events with signs and announcements
• Welcome and support new hires on their first day, ensuring coordination with the technology team for ready equipment and helping them locate and settle into their assigned workspace.
• Staff Care Support
• Aid in the coordination of logistics for Staff Care programming and events, including scheduling, materials preparation, and on-site or virtual support to ensure programs run smoothly
• Support the design, organization, and promotion of Staff Care Materials by collaborating with the Director to create, update, and maintain consistent marketing and resource materials that can be distributed across North America and to IJM's Regional teams
• Manage and maintain Staff Care workflows in Asana, ensuring tasks, timelines, and intake processes align with broader Global People Support initiatives and the strategic priorities of the Employee Experience team
• General Administration
• Maintain a comprehensive knowledge of all shipping practices; advise and train staff on shipping practices
• Maintain shipping accounts, including payment of shipping bills and charging to appropriate team cost centers and seeking optimal rates and deals for shipping vendors
• Provide GPS with general administrative, event and logistical support as needed (to include assistance with onboarding and orientation processes, and event coordination)
• Work with the Specialist, Employee Experience to evaluate and develop systems that best serve our staff and guests for requests such as space, guests, office requests, etc.
• Support internal staff events as needed

Qualifications

• Experience providing top-level customer service in a fast-paced, professional environment (preferred)
• Experience assisting with multiple projects and competing priorities (preferred)
• Microsoft Office Suite
• Workday experience (preferred)

Critical Qualities

• Mature Christian faith as defined by the Apostles’ Creed
• Self-starter with strong initiative
• Disciplined with priorities
• Strong interpersonal skills and self-awareness
• Exceptional verbal and written communication
• Flexible, collaborative, and eager to support others
• Effective team player who fosters a collaborative environment
• Adept at creative problem-solving