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Receptionist and Front Desk Coordinator

Department: Facilities
Location: Menlo Park, CA

The William and Flora Hewlett Foundation, based in Menlo Park, California, seeks a Receptionist and Front Desk Coordinator for its Facilities Department. 

About the Foundation

The William and Flora Hewlett Foundation is a nonpartisan, private charitable foundation that advances ideas and supports institutions to promote a better world. For more than 50 years, it has supported efforts to advance education for all, preserve the environment, improve lives and livelihoods in developing countries, promote the health and economic well-being of women, support vibrant performing arts, and strengthen Bay Area communities. In addition, we also make grants for special projects and to address other timely problems, such as challenges related to cybersecurity. Our newest program focuses on strengthening U.S. democracy. In 2020, the foundation announced a new grantmaking commitment focused on racial justice. The Hewlett Foundationís assets are more than $13 billion with annual awards of grants totaling more than $450 million. More information about the Hewlett Foundation is available at: www.hewlett.org.

About the Facilities Department

The Facilities department oversees the care of the foundationís building and grounds. This small team takes great pride in maintaining an environmentally friendly, safe, and healthy environment for the Hewlett Foundationís staff. The departmentís operations include health and safety, security, building maintenance systems, ergonomics, food services, meeting space access, office supply procurement, and sustainability practices.  

The department also partners with the local community to provide meeting venues for local nonprofits as well as the foundationís grantees.

About the Position

As the primary point of contact for the foundationís guests, the Receptionist is expected to operate the front desk with the highest standards of professionalism and courtesy. The Receptionist must work in the building Monday-Friday during normal business hours. While the foundation is working remotely, the receptionist would be required to work in the building Monday-Thursday during normal business hours to support our Limited Access Program, working remotely on Fridays. The individual in this role assists all incoming visitors and callers, and also supports the Facilities department with a variety of administrative responsibilities.

Essential Duties and Responsibilities 

Administrative

  • Manages and maintains the foundationís conference room reservations system. Meets with outside groups to determine their eligibility to utilize the foundationís facilities and understands their logistical requirements. Coordinates details for all large group meetings. 
  • Answers and routes all incoming telephone calls, handles routine inquiries, and takes messages as needed.
  • Greets guests and announces their arrival to the appropriate party.
  • Exercises judgment in determining how to handle incoming visitors and mail/packages; alerts Facilities staff or the security company, if necessary.

Facilities Department Support

  • Provides internal support in the absence of the Facilities Supervisor and/or Facilities Assistant(s).
  • Performs basic bookkeeping for the Facilities department; organizes and maintains department expense reports, invoices, and contracts. Maintains the Facilities department Box site.
  • Helps with the preparations and schedules for weekly team meetings. Prepares and distributes meeting notes after each meeting, tracking deliverables where needed.
  • Schedules and calendars departmentís annual on-call schedule.
  • Provides assistance to the Facilities Director on various ad hoc projects such as: staffing the Sustainability Working Group, scheduling meetings, performing research, assisting with the annual climate inventory, and tracking deliverables; event planning and execution for annual foundation events such as the holiday party, socials, summer picnic; and tracking Facilities projects, inspections, and preventative maintenance schedules.
  • Performs data trending and analysis for the departmentís continuous improvement efforts.
  • Trains temporary administrative employees on existing policies and procedures for managing the front desk.

Required Skills and Knowledge

  • High school diploma or equivalent required.
  • Prior experience in a customer service or administrative support role.
  • Proven exemplary organizational skills and a strong attention to detail.
  • Excellent computer skills; proficiency with the Microsoft Office suite of applications.
  • Possess outstanding phone skills. 
  • Proven ability to manage and provide ďtraffic controlĒ for a significant volume of incoming communications, predominantly by email.
  • Proven ability to prioritize and handle multiple tasks independently, effectively managing shifting priorities and time-sensitive projects to meet deadlines.
  • Excellent written and oral communication skills, including interpersonal skills and ability to work effectively with a variety of people.
  • Excellent research skills, including through the internet, desired. 

Physical Demands/Work Environment

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit for extended periods of time and to travel via various modes of transportation for extended periods of time. The foundation employees are currently working remotely until mid-October, 2021.

Effective September 13, 2021, the foundation will require all staff, vendors, and visitors accessing our office to be fully vaccinated against SARS-CoV-2, the virus that causes COVID-19.

To apply:

Please apply online and submit a resume and cover letter explaining how your skills fit this position.

The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion both internally, in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer and welcome applications from people of all backgrounds, cultures, and experiences.
 

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