Receptionist

Location: San Francisco, CA

Department: Administration

Type: Full Time

Min. Experience: Mid Level

JOB SUMMARY

As the primary receptionist for the San Francisco Burning Man office you are the welcoming committee for visitors! You will also provide administrative support for the front office of the Burning Man Headquarters.

In this role, you will be the first impression of visitors to and inquiries of Burning Man Headquarters. You will greet visitors, answer phones, participate in various office projects, and support the office staff.

You may also have the opportunity to help plan and provide hospitality for special meetings and other on-site events.

Judgment, professionalism, and initiative are frequently exercised in answering and interpreting verbal and written communications.

Applications for this role will be accepted through 6:00pm Pacific on Friday, October 12, 2018. 

DUTIES & ESSENTIAL JOB FUNCTIONS

Reception and Administrative Support

  • Reception duties include answering main line, transferring calls and taking messages to staff
  • Respond with urgency to the needs and requests of office staff, volunteer staff, and remote staff and others
  • Greeting guests and supporting their needs. Notifies staff of visitors and works with staff to handle parking requests
  • Greeting and directing delivery people and vendors
  • Keep the mailroom in order by receiving, posting, distributing packages/mail and logging certain deliveries
  • Perform administrative tasks including filing, completing expense reports, sending out mailings and faxes, making copies, etc. May handle larger copy jobs and print production for staff.
  • Assist with calendaring and scheduling of events and meetings for both office staff and remote staff
  • Maintaining of the Office Staff Directory and collecting new-hire information
  • Shared responsibility for taking meeting minutes as needed or assigned
  • Create and modify documents for office projects such as invoices, reports, memos, letters, presentations, process documentation
  • Conduct Internet research projects on a variety of topics as assigned to support the continuing evolution of BMHQ. Track and maintain office supply inventory, ordering of supplies for staff
  • Support staff in assigned project‐based work
  • Backing up Office Host as required with prep and clean up of office lunches, ordering meals/ picking up meals, and vendor reception
  • On playa, this position may administratively support various departments and managers

Other Functions and Responsibilities 

  • Participate in various department and office projects as requested
  • Perform other duties as assigned.

LEARNING AND TEACHING

  • Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.
  • Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
  • Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
  • Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.

QUALIFICATIONS

Required

  • 3+ years of administrative support
  • Strong oral and written communication skills
  • Strong computer skills, i.e. advanced knowledge of MS Word, Excel, Google Apps, Asana, Slack; strong knowledge of  PowerPoint and Salesforce a plus.
  • Ability to maintain personal integrity and uphold high standards of confidentiality
  • Strong and positive interpersonal skills; able to prioritize needs of multiple people
  • Answer telephone calls with grace and good cheer
  • Detail oriented with strong organizational skills
  • Able to manage and prioritize time and multiple projects independently
  • Ability to see a project through from start to finish and deliver results on-time
  • Strong ability to multi-task, motivated self-starter
  • Ability to foster a cooperative work environment
  • Ability to adjust to changing conditions and priorities
  • Ability to work off-hours for early/late meetings and weekends, on occasion
  • Willing and able to learn about Burning Man and Black Rock City department processes, and pleasant, cordial, and helpful to participants calling with questions.
  • Ability to adjust work schedule seasonally
  • Cheerful, outgoing personality conducive to representing Burning Man to a wide variety of participants, local community members and vendors at events and functions
  • Ability to adjust schedule seasonally to work at the Burning Man event held in Nevada

Preferred

  • It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture.

REQUIRED LICENSES/CERTIFICATIONS

  • Valid Driver’s License and Clean Driving Record

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

  • Off-playa:  Work is primarily sedentary in nature, no special demands are required.
  • On-playa:  Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation.  Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature.

ABOUT THIS ROLE

  • This is a regular, full-time position eligible for benefits, working out of our San Francisco office and in Black Rock City, Nevada.
  • Burning Man is an equal-opportunity employer.
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