Job Description
Front Desk Receptionist/Executive Administrative Assistant Position Overview This is a vital member of the team, serving as a key point of contact for clients, vendors, and internal team members-including direct support to the company's president and owner. This dual-role position combines executive-level administrative support with front office coordination. The ideal candidate will be professional, highly organized, and adaptable, with strong communication and multitasking skills.
Primary Responsibilities Front Desk and Office Support Act as the first point of contact for visitors and callers while ensuring the smooth operation of office functions.
- Maintain conference rooms-supplies, cleanliness, and readiness
- Monitor and restock office, kitchen, and cleaning supplies (may include occasional errands)
- Coordinate maintenance, cleaning services, and general office upkeep
- Support planning and execution of internal events (e.g., birthdays, holidays, employee milestones)
- Schedule and facilitate vendor visits, including lunch-and-learns and meet-and-greets
- Provide hospitality to visiting vendors and clients, ensuring a professional and welcoming experience
- Assist in onboarding new employees and updating employee lists and records
- Manage the main phone line and greet visitors upon arrival
- Sort and distribute incoming mail and deliveries
- Serve as the primary contact for copier maintenance and supply replenishment
- Handle Certificates of Insurance (COI) requests, working with the insurance provider and distributing completed COIs to clients
Executive Administrative Support Provide high-level administrative support to the company's owner and president, as well as for other related business entities where they are involved.
- Coordinate complex travel arrangements including flights, accommodations, and rental cars
- Prepare and submit accurate expense reports using Certify (or similar software), ensuring proper accounting codes are used
- Update contact records and travel information post-travel
- Maintain and organize business development contacts in Outlook
- Manage executive calendar with attention to travel schedules and business priorities
- Assist with ad hoc requests from the owner as needed
- Demonstrate proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel
- Maintain the ability to juggle multiple responsibilities effectively and efficiently
Required Knowledge, Skills, and Abilities - High level of integrity and the ability to handle sensitive and confidential information with discretion
- Strong written and verbal communication skills; able to represent the company professionally
- Excellent organizational and time-management abilities
- Ability to multitask and manage multiple priorities in a fast-paced environment
- Skilled in Microsoft Office Suite (Outlook, Word, Excel)
- Team-oriented mindset and the ability to work collaboratively across departments
Work Hours: Monday - Friday, 8:00 AM - 5:00 PM
Compensation: Salary: $25.00 - $27.00 per hour
Temp to Hire
Background Check Required
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
Job Reference: JN -40