A well-established and growing company is seeking a detail-oriented and proactive Receptionist/Administrative Assistant to join their team. This key team member is the first point of contact for all office visitors, answers and transfers incoming calls, and coordinates client scheduling. This reception/administrative role provides support by handling the day-to-day office administrative tasks, and ensuring firm operations are organized and running smoothly. Additional responsibilities may include completing tasks as a personal assistant to firm leaders.
Benefits: Medical, Dental, Vision, 401K, PTO and holidays
Hours: Monday - Friday, 8am - 5pm
Position Type: Onsite
Responsibilities
Facilitate overall office and client experience by maintaining professional environment (manage office supplies, coordinate building maintenance, and preserve office appearance).
Greets clients and visitors, offering a beverage upon arrival, and validates their parking upon departure.
Phone system coordination: Answer and transfer incoming calls and set up company voicemails for office closures.
Heavy calendar management:
Schedules client meetings, and ensures all company meetings and events are posted on calendar.
Retrieve and distribute incoming mail daily, and prepare outgoing mail.
Scan and file electronic documents, and update various tracking logs and reports as needed.
Assist with technology needs, ensuring all technology is working properly. Troubleshoots with IT vendors when issues arise.
Send out client and employee gifts.
Accounts payable.
Coordinate planning and logistics for onsite meetings and company events.
Provides support for new employee onboarding, including sending out new employee paperwork, technology and systems set up, and ensuring everything is set up for first day.
Develops and maintains written internal operations processes and procedures.
Personal assistant tasks may include: scheduling on personal calendar, organizing travel arrangements and itineraries, or running errands.
Qualifications
Availability to work in-office during business hours (Monday-Friday).
Bachelor's Degree is highly preferred.
Minimum of 3 years administrative experience in a professional office environment.
Experience managing multiple calendars.
Technology savvy, proficient in Microsoft Office Suite (Outlook, Word, Excel, MS Teams)
Excellent written and verbal communication skills.
Attention to detail with excellent organizational and time management skills.
Resourceful and proactive work style with strong sense of ownership and follow through.
Ability to prioritize, multi-task, and bring timely resolution to issues.