Receptionist, Administrative​/Clerical

Position Summary

Our office hosts many visitors from around our firm, as well as clients and candidates on a daily basis. Our goal is to present each with a warm, professional and discreet experience. The Receptionist is the first voice, face, and service experience for many within and outside of our Firm and must exude our brand promise.

Given the pace and volume of our business, as well as the exposure to and interaction with senior executive and board level individuals, there is an expectation that we embrace and deliver seamless teamwork. The quality of service, communication and care must be at the pinnacle of hospitality and professionalism. The constant flow requires focus, precision and attention to detail, and the further expectations of an elite professional services firm require creating a comfortable, nuanced and high-touch experience for each visitor.

The Receptionist will be responsible for answering, screening and managing all calls to the main switchboard, as well as managing all aspects of front desk operations and related tasks in a highly efficient manner, ensuring no detail is overlooked. This individual will also be responsible for providing administrative support to all members of the staff, as directed, to assist with workload balance within the office.

The successful candidate will serve as the local office ambassador, internally and externally, and demonstrate interest and participation in the overall successful operation of the office by exhibiting a high level of involvement in a team environment. A summary of the core personal attributes and requirements shall include, but are not limited to, the following.

• Ideally, experience as a receptionist and/or administrative assistant in a fast-paced, professional office environment that is production and administratively oriented. Prior experience in a professional services organization is preferred but not mandatory;
• Typing speed of 50 wpm is preferred;
• Excellent verbal and written communication skills, coupled with strong phone and front-desk skills;
• Ability to handle a variety of tasks simultaneously; adept at being able to prioritize/balance workload, and a strong focus on and attention to detail;
• Proficient in Microsoft applications (Word, Outlook, PowerPoint, Excel);
• Proficient in proofreading and editing documents;
• A minimum of three to five years  administrative experience in a professional environment that is production-oriented is required.

This individual will have primary responsibility for the following:

• Answer/handle all main switchboard calls in a timely and efficient manner;
• Greet/welcome all clients, candidates and visitors, offer a beverage, and escort individual to the appropriate location within the office;
• Serve as local point of contact for scheduling and maintenance of internal and external video conferences, conference room space, as well as allocation of office space for visiting consultants, clients and candidates on the office calendar(s);
• Maintain external guest wireless account;
• Assist administrative manager as liaison with property management to facilitate repairs and other building-related matters affecting/pertaining to the overall general management of the office;
• Ensure cafes is tidy by emptying the dishwasher each morning and loading any remaining items and starting dishwasher each evening before leaving the office;
• Tidy all visitor rooms, conference rooms and video conference rooms after each use;
• Pick up and distribute office mail, newspapers, Fed Ex, UPS and other packages and post mail each day;
• Responsible for maintaining/ordering all office supplies, production room materials, cafe grocery orders and other materials, as requested;
• Facilitate service calls on office equipment and maintain required meter readings for copiers, postage machine, binding equipment, AED machine and individual office printers;
• Assist EA staff with the coordination/preparation (set-up/breakdown) of client, candidate and other visitor meetings taking place within the office, to include catering requirements for office, client and/or search committee meetings;
• Provide administrative assistance to consultants, visiting consultants, administrative manager and EA staff with search-related production requirements and data entry, to include:
• Document creation (progress reports, candidate presentations, candidate reimbursements and other routine correspondence);
• Print/fax/copy/bind documents;
• Creating Fed Ex/UPS labels;
• Arranging courier service;
• Handle candidate education verifications, to include updating the candidate s record in the Firm s database to reflect status;
• Other collateral duties, as required, by the administrative manager.
• Serve as primary video conference coordinator, which includes responding to and managing all email and calendar requests for video conferences, conference rooms and other office space; ensuring all meetings are added to appropriate Outlook…