Administrative Assistant - Reception

This position serves a dual function: acting as the first point of contact for all visitors and callers to the  firm, while also providing dedicated executive administrative support to the Chief Operating Officer  (COO) and Chief Executive Officer (CEO). The role requires professionalism, strong judgment, and the  ability to balance front-of-house responsibilities with high-level executive support.  Primary focus areas include:  Executive Support for CEO and COO  
• Provide comprehensive administrative support including calendar management, meeting  coordination, travel arrangements, expense reporting, correspondence drafting, and proactive  management of day-to-day priorities.  Front Desk and Visitor Experience  
• Manage reception operations, greet guests, handle inbound calls, and ensure a polished,  welcoming, and efficient front-of-house environment.  Administrative and Office Operations Support  
• Support office logistics, conference room coordination, and cross-department administrative  requests.  Documentation and Communication Support  
• Prepare and edit correspondence, simple reports, and operational documents using Microsoft  Office tools.

PRIMARY DUTIES AND RESPONSIBILITIES  Executive Assistant Support (COO & CEO)  
• Manage complex calendars including scheduling, rescheduling, and prioritizing meetings across  multiple time zones.  
• Coordinate travel arrangements, itineraries, and related logistics using Egencia.  
• Prepare meeting materials, agendas, presentations, and follow-up notes as required.  
• Monitor and triage email and phone communications, escalating items when appropriate.  
• Maintain confidentiality and handle sensitive information with discretion.  
• Assist with ad-hoc executive projects and administrative needs.  Front Desk and Client Experience  
• Answer main line calls with a friendly, professional tone and direct them appropriately.  
• Communicate with building security regarding visitor access and notify employees of guest  arrivals.  
• Welcome guests, escort them to meeting rooms, provide refreshments, and ensure a positive  client experience.

Salary Range: 65,000 – 80,000

Disclaimer: The posted salary range represents the company’s good faith estimate of the compensation for this position at the time of posting and the same is not a promise of a particular wage for any individual.  Actual compensation may be dependent on a variety of factors including, but not limited to, the candidate’s experience, education or skills, and other factors.
• Keep the reception area clean, organized, and reflective of the firm’s professional environment.  
• Manage incoming packages and notify recipients.  
• Buzz employees and guests through main lobby access points.  Conference Room & Office Operations Support  
• Oversee conference room schedules and assist with meeting reservations.  
• Support Client Services by answering overflow calls.  
• Coordinate Fed Ex and other mailings for internal teams.  
• Order business cards for employees as needed.  
• Assist Office Manager by maintaining office supply inventory and place weekly orders. Tracking  costs against the budget.  
• Assist with various administrative tasks and ad-hoc operational requests.  Documentation and Communication Support  
• Prepare accurate, concise correspondence, spreadsheets, and presentations.  
• Support executives and business units with basic document formatting and updates.  
• Maintain filing systems and follow internal documentation procedures.

ESSENTIAL

SKILLS:

• Strong interpersonal and verbal communication skills.  
• Highly professional presence and customer service mindset.  
• Ability to handle sensitive information with confidentiality and discretion.  
• Strong organizational skills with the ability to multitask in a fast-paced environment.  
• Reliability, dependability, and consistent attendance.  
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).  
• Ability to collaborate effectively with colleagues across departments.  
• Office hours: 8:30 AM to 5:00 PM.  
• 2years of administrative or executive assistant experience preferred; front desk or hospitality  background a plus.  
• High school diploma required; bachelor’s degree preferred.
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