Administrative Assistant & Receptionist

MacDonald Training Center (MTC) is committed to empowering individuals and fostering a people-first and professional environment. We are looking for a full-time Receptionist & Administrative Assistant to serve as the first point of contact for visitors and callers while providing essential administrative support to our team. If you are organized, customer-service-oriented, and detail-driven, we encourage you to apply!

The Receptionist & Administrative Assistant is responsible for ensuring the smooth operation of MTC's reception area, handling incoming calls, managing mail distribution, and assisting with administrative tasks. This role also includes supporting the Development team with event preparation, donor relations, and clerical duties.

Reception & Front Desk Duties

• Ensure coverage of MTC's reception area/lobby.
• Open and close the lobby daily, ensuring it remains clean, organized, and secure.
• Greet and assist all visitors, individuals served, and guests in a professional and friendly manner.
• Operate a multi-line telephone system, routing calls and relaying messages accurately.
• Screen visitors, facilitate sign-in/out procedures, issue visitor badges, and maintain daily records.
• Manage meeting room scheduling and assist with setup and teardown for Development-related functions, including board meetings.
• Sort and distribute incoming mail, packages, and special deliveries.
• Prepare outgoing mail and ensure adequate postage on all outgoing correspondence.
• Maintain office and janitorial supply inventory, ensuring timely ordering and stocking.
• Route incoming faxes to appropriate recipients.
  
  

Development & Administrative Support

• Provide administrative support to the Sr. Director and Manager of Development.
• Receive and process donations (monetary and in-kind), issue tax forms and thank-you letters, and maintain accurate donation records in Charity Proud.
• Maintain electronic and physical donation records for reporting and future reference.
• Assist with Development events, including clerical work, organization, setup, and teardown for both onsite and offsite functions.
• Send acknowledgment cards to donors and provide support for Development-related tours as needed.
• Attend meetings and complete assigned projects as requested.
• Maintain a high level of confidentiality in handling sensitive information.
  
  

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Minimum of 2 years of experience in reception, administrative support, or customer service.
• Strong interpersonal and communication skills, both written and verbal.
• Highly organized with strong attention to detail and ability to multitask.
• Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment.
• Experience with multi-line phone systems and mail processing.
• Familiarity with donor databases such as Charity Proud is a plus.
• Ability to maintain confidentiality and professionalism in a fast-paced environment.
• Occasional evening and weekend availability may be required.
• Must pass a Level II Background Check/Fingerprinting and drug screen.
  
  

Schedule: Monday through Friday, 8:30am - 5:00pm (30-minute lunch break).

Compensation: Up to $17/hour

Why Join Us?

• Opportunity to be part of a mission-driven organization.
• Collaborative and supportive work environment.
• Competitive benefits package.
• Professional development and growth opportunities.
  
  

If you are a friendly, focused on people-first, detail-oriented professional who thrives in a dynamic environment, we encourage you to apply! Please submit your resume and cover letter.

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