POSITION PURPOSE:
The purpose of this position is to support the administrative functions of Local First Arizona’s office spaces. To coordinate successful events, this position will also ensure the smooth functioning of office operations. The role requires a blend of organizational skills, attention to detail, and ability to multitask effectively to support all levels of office management functions.
DUTIES AND RESPONSIBILITIES:
Primary responsibilities involve overseeing administrative support, office calendar management, data entry, office efficiencies, facilities coordination, and office supplies.
Responsibilities
Office Coordination
- Administrative Support: Assist with various administrative tasks including answering phones, responding to emails, bulk mailing and organizing office supplies. Provide general support to Local First office visitors.
- Calendar Management: Maintain and update calendars for meetings, events, and appointments. Coordinate schedules for staff members as needed.
- Oversee the delegation of office coverage in accordance with changing needs and priorities at Local First Arizona’s office spaces.
- Facilities Coordination: Assist in ensuring the office is clean, organized, and well-stocked with supplies. Coordinate with vendors for office maintenance and repairs.
- Facilitate office organization projects, such as post-event cleanup and general office clean-ups. Ensuring the general office conditions are maintained, including necessary repairs as needed.
- Oversee office cleanliness, including kitchens, and office spaces.
- Coordinate inventory and inventory tracking for daily office supplies, ensuring timely ordering and replenishment.
- Identify grocery needs and elevate them for ordering
- Assist with the process and organization of storage supplies, ensuring efficient access and utilization.
- Event Support: Provide logistical support for events such as tabling, workshops, signature and networking events. Maintain a running inventory of all supplies located in the office space and storage unit.
- Database Management: Maintain accurate and up-to-date records in databases, including contact lists, membership information, and volunteer databases.
- Communication Support: Assist with drafting and proofreading internal and external communications, including emails, newsletters, and social media posts.
- Manage communication with vendors for services such as bottled water and office cleaning.
- Communicate with vendors and assist with the design and implementation of office policies in collaboration with operations.
- Meeting Support: Assist in scheduling meetings, preparing agendas, and taking meeting minutes as needed. Ensure all relevant materials are distributed to attendees.
- Notify staff of office changes, upcoming events, and meetings.
- Travel Coordination: Assist with making travel arrangements for staff members, including booking flights, hotels, and transportation.
- Other duties as assigned.
MINIMUM QUALIFICATIONS:
- 2 years of administrative support or office coordination preferred
- 2 years customer service
Knowledge and Skills
- English/Spanish bilingual preferred
- Strong organizational skills with the ability to prioritize tasks effectively.
- Highly organized, self-motivated and driven
- Excellent communication and interpersonal skills.
- Proficient in basic computer applications, including Customer Relationship Management (CRM) software and Project Management Software (Wrike)
- Proficiency in Microsoft Office Suite and Google Workspace.
- Ability to work independently and collaboratively in a team environment.
- Outgoing, and excited to talk to new business owners and consumers about Local First Arizona’s mission
- Good perspective on the history of the region
- Love Arizona and have a strong desire to make it better
- Collaborative by nature and willing to seek partners
- Passion for supporting local businesses and communities.
- Ability to effectively manage multiple expectations
- Demonstrated ability to conduct one’s self in a calm and professional demeanor when dealing with the public and/or with difficult situations
- Ability to work productively in an unstructured environment with frequent interruptions
- Ability to travel 20% of the time
Job Type: Full time
Location: in office 4 days per week, based on organizational need
Job Type: Full-time
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Weekends as needed
Language:
- Spanish and English (Preferred)
Ability to Relocate:
- Phoenix, AZ 85004: Relocate before starting work (Required)
Work Location: Hybrid remote in Phoenix, AZ 85004