Receptionist/Administrative Assistant

Title: Receptionist/Administrative Assistant

Location: 444 Madison Ave., 10th floor, New York, NY

Reports to: New York Office Operations Manager

Status: Full time, non-exempt (in-person required)

BACKGROUND

The mission of the Doris Duke Foundation (DDF) is to build a more creative, equitable and sustainable future by investing in artists and the performing arts, environmental conservation, medical research, child well-being and greater mutual understanding among diverse communities . DDF operates five national grantmaking programs as well as Duke Farms and Shangri La, two centers that serve the public directly. DDF’s activities are guided by the will of Doris Duke, who endowed the foundation with financial assets that currently total above $2 billion. (To learn more about the foundation, visit dorisduke.org.)

POSITION

DDF seeks a resourceful, motivated and organized Receptionist/Administrative Assistant to manage and operate the main reception area and take on key administrative duties in the foundation’s Midtown office. The Receptionist/Administrative Assistant will help advance the foundation’s mission by maintaining the operation of shared spaces that allow for the internal connection of employees and welcoming of guests to DDF. The Receptionist/Administrative Assistant’s primary responsibilities will be to facilitate the entrance experience for all guests, as well to specialize in mastering certain key duties that support the organized and efficient operation of this office. Reporting to the New York Office Operations Manager, the Receptionist/Administrative Assistant will also collaborate with many colleagues in the organization, including Program Associates, the Event Manager, the Executive Assistant to the President and Board Liaison, and other foundation staff. In addition to helping to maintain the office’s operation, this person will provide administrative support to several members of senior management, as needed.

RESPONSIBILITIES

Reception and Office Management

• Maintain a presence at the reception desk to receive visitors and deliveries, connecting people to their desired point of contact, and organizing/routing mail.
• Assist in areas such as purchasing and inventory management, supply organization, common space and kitchen-use protocols, catering, and general office and administrative tasks.
• Ensure that common areas of the office, including the kitchen, are clean, tidy and properly stocked with supplies.
• Collaborate with Program Associates, as directed by the Office Operations Manager.
• With guidance from (and collaboration with) the Office Operations Manager, the Administrative Assistant will thoughtfully implement processes that help the New York Office and colleagues working there to perform optimally, as well as maintain the consistency of office resources.
• Coordinate with the building services teams and vendors of the New York Office to facilitate certain projects and employee requests.

Scheduling and Administrative Assistance

• Serve as backup to the Executive Assistant to the President and Board Liaison with respect to managing the President’s schedule, itineraries and related calendars.
• Assist with the management of schedules and calendars, itineraries and meeting logistics for several members of management, including the Chief Influence and Marketing Officer, Chief People and Culture Officer, Chief Program Officer, and General Counsel and Secretary.
• Assist with arranging detailed business travel.
• Prepare expense reports and invoice processing.

Events

• Support the Event Manager in greeting and welcoming event attendees.
• Provide support for internal and external events of the foundation.
• Assist with event setup and breakdown, when required.

Perform other work, including special projects, as required.

QUALIFICATIONS

• Bachelor’s degree or equivalent relevant work office experience required.
• Exceptional oral and written communication skills and attention to detail.
• Strong organizational and time management skills, with the ability to be self-directed within a set portfolio of projects, tasks and priorities.
• Self-motivated team player who works cooperatively and positively with colleagues.

• Highly adaptable, resourceful, quick and motivated learner.
• Ability to work outside traditional business hours of 9 a.m. to 5 p.m.
• Ability to lift up to 20 pounds.

• Anticipated hourly rate is hiring salary range is $25 - $31, and the final offer will depend on experience.

• Industry-leading benefits.

OUR VALUES

The following values underpin everything we do in pursuit of our mission across the Doris Duke Foundation:

Integrity: We must be honest and ethical in all that we undertake. As a private foundation, we are accountable to the many stakeholders affected by our work.

Excellence: We will insist on the highest standards of performance in fulfilling our mission, will ground our work in best practices and will make decisions based on the best available information.

Openness and Imagination: We will be listening and learning organizations that are responsive to ideas and opinions from a variety of sources. We value imagination and creativity, the ability to think in new ways about the work we do and how we do it.

Collaboration: We value a collaborative and supportive environment in which to advance our mission and objectives. Creating a working environment that promotes trust, honesty and respect within our organizations is as important as earning the trust and respect of our colleagues and peers in the fields in which we work.

Diversity, Equity and Inclusion: We believe in the essential value that a diverse set of perspectives, experiences and abilities brings to the table. Our commitment to the values of diversity, equity, inclusion and social justice is an ongoing, active engagement reflected in our funding areas, grantees, museums, centers, board and staff. At the core of our work is a dedication to serving and learning from organizations and individuals addressing inequities and working toward a more just, healthy and inclusive society. (Learn more about our commitment to diversity, equity and inclusion, and how we incorporate this value into our work.)

The Doris Duke Foundation is committed to inclusive hiring and equal employment opportunity. We strongly encourage candidates of all identities, experiences, orientations and communities to apply. Our recruiting and employment practices adhere to all applicable federal, state and local laws, including the Americans with Disabilities Act. We provide reasonable accommodations for persons with disabilities. If a reasonable accommodation in the job application process is needed, please contact us here.