Administrative Assistant/Receptionist

Description

HOW YOU WILL IMPACT THE BIG PICTURE :

As the first point of contact, the Administrative Assistant/Receptionist is responsible for providing a professional and welcoming experience for all guests and visitors to the DC office. This position supports the Director of Operations in maintaining efficient daily operations. This position also supports to the Human Resources Manager, DC office staff, and EWTN News departments with administrative items to ensure an efficient and smooth-running office.

• WHAT YOU WILL DO :
• •Greets all visitors to the office, including vendors, clients, and talent/show guests; maintains professional presentation in Reception areas; provides coverage for the front desk at all times.
• •Maintains various databases and tracking systems (i.e., Building Security database, DataWatch activation website, Visitor and Parking Validation logs, etc.); serves as primary point of contact for all EWTN staff to assign visiting office and/or meeting space in the DC office as needed.
• •Owns the entire invoicing process; works with the Director of Operations to ensure timely approvals; confirms tax forms received from new vendors; works with accounts payable to ensure approvals are received.
• •Responsible for maintaining and administrating project management tools (Monday.com) so that the Operations team and other adjacent stakeholders are aligned on duties.
• •Owns follow-through on outstanding Operations team tasks, coordinating with task owners and tracking progress to ensure completion.
• •Updates and tracks contract renewal workbook and flags upcoming renewals for the Operations team.
• •Briefing the team before the upcoming week and before each upcoming day on visitors, rooms, interviews, orientations, events, and scheduled Mass arrangements; clarifying any responsible parties as needed.
• •Supports the Advertising and Marketing departments by completing various email e-blasts and other newsletter communications.
• •Serves as liaison with facilities and building management, in coordination with Engineering Manager; point of contact for safety and security requirements and procedures.
• •Responsible for conference room reservations; coordinates with Department Managers to plan and execute various department and office-wide events throughout the year.
• •Maintains proper inventory of office supplies; conducts routine inventory and orders supplies as necessary.
• •Monitors the Chapel, Green Room, and break rooms to ensure a clean, organized, well-stocked, and attractive environment.
• •Ensures proper operation of office/kitchen equipment (i.e., copiers, refrigerators, etc.); troubleshoots issues and coordinates repairs as needed.
• •Receives and screens incoming telephone calls; promptly processes and distributes incoming mail and deliveries.
• •Takes initiative on requests and inquiries of administrative nature; makes recommendations to improve standard operating procedures.

ABOUT YOU :

• •You have 2–3 years of administrative support experience in a professional environment and an AA degree in Business Administration or a related field, or an equivalent combination of experience and education.
• •Intermediate to advanced skills with Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe, project management tools or similar platforms, and the resourcefulness to conduct thorough internet research.
• •Practicing Catholic with demonstrated knowledge of the faith and commitment to EWTN's mission.
• •Outstanding interpersonal and communication skills (verbal, written and active listening), with a friendly, welcoming and professional demeanor at all times.
• •Highly organized, detail-oriented self-starter who manages time well, multi-tasks at a high level, adapts quickly to changing priorities, and maintains confidentiality. You work well with minimal supervision and recommend process improvements and best practices.
• •Consistent, prompt and reliable attendance as a member of the office's "Essential Team"; able to work 8:30 am – 5:30 pm (M–F), with the flexibility to work minimal overtime when needed.

• WHAT YOU’LL LOVE ABOUT WORKING HERE :
• •We offer a career with purpose! Apply your talents, knowing your contributions help to advance EWTN’s mission of sharing the Gospel with the world.
• •We offer a caring environment and value the importance of family/life balance and welcome you as an EWTN family member, not just an employee.
• •Competitive salary and comprehensive benefits package including Health, Dental, Vision, Life & Disability insurance and Retirement Savings Plan.
• •11 Paid Holidays and generous Paid Time Off program.
• •Tuition reimbursement through our partnership with Catholic International University.
• •Spiritual enrichment - freedom to participate in Mass, visit the chapel for prayer or attend an annual retreat.
• •Ability to learn alongside legacy employees while bringing new ideas to the growing team!