Administrative Assistant (Part-Time)

Objective

Responsible for providing administrative support to ensure consistent front desk operations and efficient office support. Assists with front desk coordination, mail preparation, visitor materials, and routine office organization while supporting departmental projects and organizational objectives.

Responsibilities

• Answer phone calls, emails, and in-person inquiries, providing general information or directing requests to appropriate staff members.
• Prepare the weekly front desk task list each Friday for the upcoming week. The task list includes meeting schedules, welcome bag preparation and coordination, and other front desk assignments.
• Prepare welcome bags and assist with coordination of scheduled delivery or pick-up for meetings, groups, or events.
• Enter and maintain conference room meetings in the Outlook calendar to ensure accurate meeting space scheduling.
• Process bulk mailings through FedEx and prepare shipments as needed.
• Prepare mail merges and maintain address spreadsheets for bulk mailings and related communications.
• Stuff and label envelopes and prepare materials for mailing.
• Operate and maintain the postage meter for outgoing mail.
• Retrieve and distribute incoming mail to appropriate staff.
• Restock rack cards and printed materials as needed.
• Enter calendar of events information for internal review and publishing.
• Assist with monitoring and restocking office supplies.
• Record weekly totals of calls, voicemails, and guide requests in Excel for reporting purposes.
• Work in support of department projects and organizational objectives as assigned.
• Perform other clerical or administrative duties as assigned.

Schedule

Typically scheduled Thursdays and Fridays from 10:00 a.m. to 4:00 p.m. Additional days may be assigned as needed. Assigned hours may vary based on organizational needs.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to follow directions and work independently with general supervision.
• Professional communication skills for phone, email, and in-person interactions.
• Administrative or office experience preferred.
• Proficiency with Microsoft Outlook and Excel, including maintaining spreadsheets, performing mail merges, and managing calendar entries.
• Ability to operate standard office equipment and office technology, including postage meters, shipping systems, and Grandstream phone systems.

Disclaimer:
Destination Gettysburg reserves the right to modify or revise this job description at any time based on organizational needs

Job Type: Part-time

Pay: From $16.00 per hour

Expected hours: 10 – 12 per week

Work Location: In person