Virginia G. Piper Charitable Trust

Job Description

Receptionist/Administrative Assistant

A private foundation, the Virginia G. Piper Charitable Trust is dedicated to honoring Virginia Piper’s philanthropic commitment to changing lives and strengthening community in Maricopa County. By investing in nonprofits and encouraging strategic planning for the future, the Trust strives to make Maricopa County a stronger, more nurturing and vibrant community.

Position Summary:

Under direct supervision of the Executive Assistant, this position serves as the receptionist and first point of contact for the Trust; is responsible for a variety of administrative staff support services, managing documents and performing other related projects as assigned.

Typical Duties:

• Operate multi-line telephone system to answer incoming calls and direct callers to appropriate personnel; make programming changes to phone system as required.
• Update and monitor telephone messages and maintain and train staff in telephone system.
• Greet visitors and maintain front lobby area.
• Maintain library and catalog material.
• Coordinate and maintain mailing lists.
• Provide administrative support to the Director of Communications.
• Scan, electronically file and distribute vendor checks.
• Receive, sort and route mail with one other staff member.
• Process incoming checks.
• Assemble, copy and distribute Board of Trustees monthly board book.
• Copy and distribute Trustee mail.
• File and scan documents.
• Order office and kitchen supplies.
• Arrange for courier services.
• Change backup tape daily.

Knowledge and Experience:

One to three years related experience and/or training or equivalent combination of education and experience.

• Excellent knowledge of multi-line phone systems
• Excellent interpersonal skills
• Intermediate knowledge of Microsoft Office – Word, Excel and Outlook.
• Intermediate knowledge of filing systems and procedures
• Basic knowledge of the administration and operation of a nonprofit organization is preferred.

Ability and Skills:

• Responds promptly to customer needs and solicits feedback to improve service.
• Demonstrates accuracy and thoroughness.
• Generates creative solutions.
• Pursues training and development opportunities.
• Strives to continuously build knowledge and skills.
• Contributes to building a positive team spirit.
• Supports everyone’s efforts to succeed.
• Is comfortable working for a small, nonprofit organization.

Compensation:

Salary commensurate with experience. Excellent benefits.

Personal Characteristics:

The successful candidate must be:

• Committed to the mission of the Virginia G. Piper Charitable Trust and passionate about philanthropy and its potential to benefit the residents of Maricopa County.
• Self-motivated to take initiative in all areas of responsibility.
• Flexible and well-organized with appropriate attention to detail and follow through.
• Emotionally mature and unflappable, with a sense of humor and the sensitivity to work with a group of people with diverse personalities in a highly collaborative team environment.

The successful candidate must have:

• Strong organization skills, multitasking capabilities, ability to work well under pressure and meet deadlines.
• Ability to communicate with community members in diverse populations, capacity of patience and understanding when working with grantees or prospective grantees.

If interested in the position, please submit a cover letter, resume and salary requirements to:
info@pipertrust.org. For additional information regarding the position, please contact: Leslee Oyen at 480-556-7126.