Receptionist, Administrative​/Clerical

Overview

Bloomberg Philanthropies works to create catalytic change across five areas of focus: arts and culture, education, the environment, government innovation, and public health. Our mission is to ensure better, longer lives for the greatest number of people. Our approach is rooted in Mike Bloomberg's unique experience and success across the field of business, government, and philanthropy.

The Position:

Bloomberg Philanthropies’ Operations Department has an open position for a front of house reception position in New York City. Our Reception team is the first point of contact and provides the first impression for the various groups we support. The position requires interaction with employees, clients, high profile visitors, various levels of management, and vendors. This position collaborates with other on-site operations staff and will provide back up when needed for other departments including assisting with catering, reporting facilities issues and coordinating vendor services when needed.

This position is coverage based and in person; hours are scheduled in advance and range from 7am – 4pm, 8am – 5pm, 9am – 6pm or 10am – 7pm on most days. There may be instances of early or late coverage as needed.

You come to work with a purpose and take pride in being customer service driven. You love being part of a team where colleagues count on you every day, and you challenge and support yourself to innovate, learn and deliver the best service possible. We’re excited about candidates who show curiosity about our work and who look for projects and learnings to enhance their professional development.

A consistently upbeat attitude and a ‘can do’ approach to challenging situations is a must.

• Working as part of a team of Receptionists to oversee the day-to-day management of the reception desk and reception area
• Ensure overall presentation of the Reception area including magazines, closets and flowers is at exceptional standards
• Communicate on behalf of reception. This includes monitoring the Reception inbox and answering phone-lines, as well as maintaining connection throughout the organization
• Manage meeting and conference room coordination and bookings and be familiar with the daily schedule of meetings and VIP contacts
• Maintain complete confidentiality concerning meetings, guests, events and overall operations
• Assist with events and event related tasks as they arise
• Assist with the workflow of other departments including directing requests or issues to Facilities, Food Services, Cleaning Services, Mailroom and Security, and following up to ensure completion
• Order food for daily employee lunch
• Approve invoices, provide documentation of charges, and view expenses with a sharp eye for detail and accuracy
• Maintain various building documents including the Art Book and Employee Directory
• Communicate with management on important or timely issues
• Maintain an inventory of products and supplies
• Oversee new employee set-up
• Pass NYS Notary Exam within the first 6 months in the role
• Participate in special projects and handling of delegated tasks as needed
• As you progress in the role, support the training of newer team members

• Minimum 1 year experience in a reception, customer service, retail or hospitality environment
• Bachelor's degree required
• Exceptional executive presence, presentation and communication with the ability to uphold a professional demeanor under pressure
• Exceptional time and task management organizational skills – being able to work with urgency, handle multiple tasks, priorities and quick ability to learn (and remember) names
• High level of proficiency with Microsoft Word, Excel, PowerPoint and Outlook
• Experience working in a team to deliver superior customer service and relationship management both in person and through interactive media (phone, messaging and email)
• Availability to work evenings and occasional weekends as needed

• Experience and capability in effectively managing/coordinating simultaneous projects, and successfully prioritize multiple tasks with sound judgment
• Ability and desire to build and maintain strong relationships…