Administrative Assistant

Administrative Assistant

Position Summary: We are seeking a reliable and proactive Administrative Assistant to manage front desk and office operations. This position serves as the first point of contact for clients and staff and plays a key role in maintaining a professional and welcoming environment. The ideal candidate will be highly organized, detail-oriented, and capable of multitasking in a dynamic workplace.

Working Hours: Standard hours are 8:00 AM to 5:00 PM, Monday through Friday. Employees may leave early if lunch is worked through. Occasional early arrivals or late departures may be required to support after-hours meetings or special events.

Key Responsibilities:

Reception & Front Desk Duties:
• Serve as the first point of contact in the lobby, greeting clients and personnel in a professional manner.
• Answer and direct incoming calls on the main phone line; relay messages as needed.
• Notify team members if stepping away for lunch to ensure phone coverage.

Conference Room & Meeting Support:
• Reserve and prepare conference rooms for meetings; include the meeting host's name in calendar bookings.
• Ensure all conference rooms are clean and well-stocked each morning, after meetings, and before leaving for the day.
• Set up and clean up for meetings with provided lunches.
• Monitor and maintain cleanliness and readiness of conference room supplies (e.g., coffee, sugar, cream, cups, sodas, etc.).
• Coordinate with hosts to determine if whiteboard content can be erased post meeting.
• Open blinds each morning and close them in the evening.

Office Maintenance & Supplies:
• Submit maintenance and repair requests for building issues as needed.
• Monitor inventory levels and place supply and galley orders with accounting approval-targeting monthly restocks.
• Ensure galleys are fully stocked and clean at the start and end of each day.
• Fill snack jars each morning (restocking limited to once daily).
• Maintain and monitor coffee, tea, and creamer supplies; brew coffee each morning if none is made.

Kitchen Duties:
• Ensure all counters, tables, and floors are clean, and chairs are neatly arranged.
• Load and run the dishwasher if full in the morning or evening.
• Unload clean dishes and place them away.
• Place any few remaining dirty dishes in the dishwasher; report excessive sink usage.

Mail & Shipping:
• Sort incoming mail and handle outgoing shipments.

Office Equipment Support:
• Monitor and maintain functionality of office printers and phone systems.

Calendar Management & Travel:
• Assist in maintaining calendars and scheduling internal meetings.
• Arrange travel accommodations including flights, hotels, and car rentals.

General & Administrative Support:
• Assist management and other departments with administrative tasks and ad hoc projects.
• Help coordinate and support special events and team-building activities.

Qualifications:
• Prior administrative or front desk experience preferred.
• Excellent communication and interpersonal skills.
• Strong organizational and time-management abilities.
• Proficient with common office technology and tools (e.g., phone systems, printers, Microsoft Office).
• Ability to work independently while maintaining a team-oriented mindset.