Receptionist/Operation Specialist

Essential Functions

• Engage in a professional, hospitable, and courteous manner in electronic, phone and in-person communication with all constituents.
• Greet persons entering establishment, determine nature and purpose of visit, and connect them to corresponding destinations/person, according to building policies and protocols.
• Process inquiries from constituency; respond and/or direct to the appropriate person according to need.
• Operate reception area equipment in answering and screening calls/emails, directing and providing information, and/or taking and forwarding messages from constituency, as deemed necessary and appropriate.
• Work with Director of Ministry Services for Operations to improve and standardize processes across the Operations team to achieve projected outcomes.
• Coincides logistics and provides support for ministry meetings and their corresponding stakeholders.
• Safeguards all meeting logistics and engagement reflect the mission, vision, values, goals, and standards of the Covenant and Covenant leadership.
• Effectively communicates in verbal and written form with stakeholders to support effective and timely preparation and engagement.
• Presents written, presentation, communication, and recordkeeping resources to be utilized throughout meetings.
• Manages ministry, meeting and participant expenses and reimbursement requests in a timely fashion, and ensures adherence to Finance Office guidelines for payments and reimbursements for the Operations Team.
• Oversees ECC's master meeting schedule, in order to lead and guide communication, reviews and approvals in a timely manner. Oversees and synchronizes staff calendars to optimize staff time with constituency.
• Gains working familiarity with all operational playbooks, procedures and policy documents to resource compliance considerations.
• Ensures web presence and campaigns remain current and responsive to team/ministry objectives.
• Utilizes various office machines and computer applications to expedite daily operations, procedures, or tasks.
• Safeguards material and supplies inventory is maintained, accordingly.
• Manages, produces, or collates incoming/outgoing mailings and correspondence, as requested.
• Other duties as assigned by the Director of Ministry Services for Operations or by the Chief Operations Officer.

Required Experience

• Bachelor's Degree with no less than 5 years of experience in an administrative role with heavy customer service emphasis, including supporting multiple staff.
• Proficiency with project management and CRM database system, preferably Raiser's Edge or Salesforce.
• Proficiency with project management software like ClickUp, Microsoft Project, Basecamp or Trello.
• Proficiency with other Microsoft and Windows applications and web technologies.
• Personal engagement in a ministry/nonprofit setting (preferred).

Skills

• Capable to operate with discretion and confidentiality at all times.
• Works well under pressure and is able to accomplish multiple tasks with conflicting priorities and timelines.
• Able to track and report progress on a wide range of tasks, simultaneously.
• Detail oriented, with strong organizational skills and skills related to prioritization and time-management.
• Maintains a high level of accuracy in the preparation of documents, reports, and correspondence.
• Capacity to respond to and deal with a range of ad hoc queries/requests.
• Maintains flexibility in approach and adjusts actions when appropriate.
• Captures and coordinates logistics for small and large meetings.
• Excellent management and people skills to embrace diversity of schedules, backgrounds, formats, contexts, etc.
• Uses critical thinking skills, applying logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to address challenges.
• Self-starter, with the ability to work independently.

Environment Conditions

• Must be able to work occasionally on weekends for meetings.
• Able to work well in professional office setting, and occasionally work in remote locations.
• Must be willing to engage in domestic travel, occasionally.
• Must be versatile and able to work for prolonged segments sitting or standing.
• Must engage frequently with office tools and equipment, such as: computer, copier, phone, web-conferencing equipment, printers, etc.
• Must be able to occasionally lift or move items, less than 35lbs.