The International Institute of New England, a nongovernmental, not-for-profit, New England-based organization dedicated to addressing the needs and rights of refugees and immigrants, is seeking a Receptionist for its Boston office.
A dynamic, forward-looking, smart and rapidly growing non-profit organization, we seek well-qualified, solutions-focused candidates who are experts in their respective fields. Candidates need to approach issues creatively and thoughtfully. In addition, all candidates should possess the following set of qualifications:
- Excellent verbal and oral communication skills
- Excellent organizational and time management skills
- Detail-oriented, able to multitask and meet deadlines
- Self-motivated, able to work in a team and independently
Reports to: IINE Operations Manager
The Receptionist serves as the first point of contact in the Boston office by greeting and directing clients and visitors, maintaining the front desk area, supplies areas, and classrooms, receiving and sending mail, answering and routing phone calls, assisting staff in managing their schedules and coordinating their meetings, collecting case-related documents, and directing vendors. The Receptionist will also assist the Operations Manager by ensuring the submission of administrative documentation in a timely manner; reviewing storage and submitting supply requests; and performing other clerical functions as needed or requested. The Receptionist is principally responsible for creating a professional, welcoming climate for staff, clients and guests.
− At least 2 years of related experience
− Bachelor’s Degree preferred
− Ability to multi-task in a fast-paced environment and process unexpected duties and deadlines.
− Warm and friendly demeanor
− Demonstrated experience coordinating with vendors preferred
− Familiarity with Apricot and Salesforce preferred
− Highly proficient in Microsoft Word, Excel and Outlook.
− Must be able to manage calendars and schedule events
− Knowledge of standard practices with respect to following an institution’s policies and with an eye towards simplifying processes
− Strong writing skills (writing sample required)
− Effective communicator; should be comfortable working as part of a team and expressing innovative or critical ideas
− Excellent organizational and problem-solving skills
− A strong sense of discretion and confidentiality
− Experience working with refugees and immigrants preferred
− Multilingual candidates encouraged to apply
Duties and Responsibilities
− Manage opening and closing of the site
− Foster a professional and friendly atmosphere for all staff, clients, and visitors
− Answer and route a high volume of phone calls; take accurate messages, and screen calls for Site and Administrative Directors.
− Provide accurate, service-oriented responses to a wide variety of inquiries, both in person and via phone, while maintaining Institute standards and confidentiality policies. Refer to manuals, calendars, and the database to answer client and visitor questions.
− Provide information to the public about the organization, its mission, and its services.
− Schedule client appointments, and maintain appointment calendars.
− Maintain the Front Office Binder and have appropriate materials on hand for all clients and visitors.
− Ensure that the reception area, conference rooms, and common areas are clean, organized, and uncluttered.
− Orient and train new staff and interns in office procedures and use of office equipment, including front desk coverage
− Schedule coverage for own lunch breaks and absences.
− Redirect information, meeting, client, and contract-related requests to the appropriate staff member(s)
− Collect and make copies of client documents for case specialists
− Direct vendors and contractors in coordination with IINE Operations Manager
− Review and distribute incoming mail, packages, and faxes; handle all outgoing mail and packages.
− Receive, maintain, and log in-kind goods and services, distribute in-kind goods and services as directed by Department Managers and Boston Site Director, and coordinate with the Development Office on the execution of thank you notes to each donor.
ADDITIONAL OFFICE SUPPORT:
− Supervise the maintenance of office equipment, including copier, fax machine, etc.
− Assess supply levels and submit requests on behalf of IINE-Boston to the IINE Operations Manager.
− Collect travel and expense reimbursement for all IINE-Boston staff
− Check the fax machine at day’s end and distribute or discard any remaining faxes, and review and distribute any other printed materials that have not been collected by the end of the day.
− Assist with meetings and events; process party and lunch catering orders as requested.
− Work with the Boston Site Director and IINE Operations Manager to ensure that all IINE-Boston employees are alerted about winter and other weather-related closings.
− Maintain and update phone systems: change voicemail for holidays and cancellations; communicate changes in phone numbers to the Operations Manager
− Support additional data-entry projects as requested
− Perform all other duties assigned by supervisor.
Please send your cover letter, resume, and salary expectations to Human Resources (HR@iine.org) with your name and position in the subject line. Qualified applicants will be contacted; references will be required at the time of the interview.
No telephone calls please.
Position will remain open until filled.
The International Institute is an Equal Opportunity Employer. Immigrants, women, people with disabilities, people of color, and LGBTQ candidates are encouraged to apply.