Administrative Assistant/Receptionist

Job Description

ABOUT JOB

Responsibilities:

• Provide flexible day-to-day office support, proactively assisting with administrative, reception, facilities, and team needs as they arise
• Coordinate and arrange meetings, prepare agendas, order and arrange food, and record and transcribe minutes of meetings
• Answer and screen telephone calls and arrange conference calls
• Support local onboarding coordination for new hires, helping ensure first-day logistics are prepared, and the employee feels welcomed and oriented to the team and office
• Manage incoming and outgoing mail, courier services, and package deliveries, including distribution of correspondence and shipments to appropriate staff members
• Assist with team marketing efforts, including creating and/or editing presentations, updating resumes and submitting proposals
• Plan, coordinate, and communicate office events, team gatherings, visitor activities, and community volunteer initiatives
• Assist with special projects and research as needed
• Coordinate with building management on visitor notifications, building access, and badges for employees and new hires
• Order, receive, inventory, and restock office supplies
• Schedule and manage Lunch-and-Learn presentations with vendors, suppliers and consultants

Qualifications:

• Strong organizational and communication skills, with high attention to detail and a “can-do” attitude
• Ability to multitask, manage competing priorities, and adapt to changing needs
• Bachelor’s or Associate degree preferred, along with 4+ years’ experience; or an equivalent combination of education and experience
• Proficient Microsoft Office skills required, including PowerPoint and Excel; familiarity with InDesign is a plus
• Personable, engaging, and service-oriented, with a genuine interest in supporting people and creating a positive office experience
• Comfortable interacting regularly with employees, clients, visitors, vendors, and suppliers.
• Proactive and flexible, with a willingness to step in and help with a variety of office and team needs
• Prior experience in a people-facing role is preferred
• Ability to occasionally flex schedule to support early meetings or after-hours office events, as needed