Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Administrative Assistant to support front desk and reception operations for a busy office. This contract position is ideal for someone who enjoys creating a welcoming environment, coordinating day-to-day office activities, and delivering responsive service to visitors and staff. The role requires strong communication, organization, and multitasking skills, along with the ability to manage shifting priorities in an onsite setting.

Responsibilities:
• Welcome guests and employees at the front desk, direct them appropriately, and alert team members when visitors arrive.
• Handle incoming calls through Microsoft Teams or related phone systems, route inquiries efficiently, and provide helpful first-level assistance.
• Oversee daily reception activities, including receiving packages, distributing deliveries, and responding to general office questions.
• Coordinate meeting room schedules, help maintain shared space availability, and support smooth day-to-day office flow.
• Keep the lobby, reception desk, and main conference areas neat, stocked, and ready for visitors and internal meetings.
• Assist with visitor support tasks such as parking validation when needed and refreshment restocking throughout the office.
• Represent the organization by delivering courteous, attentive service during every interaction.
• Take on additional administrative or front office duties as assigned to support business needs.

• High school diploma or equivalent required.

• Working knowledge of front desk procedures and office support practices.

• Experience managing calendars, scheduling rooms, or coordinating multiple appointments at once.

• Proficiency with Microsoft Office applications and comfort using business communication platforms such as Teams.

• Strong organizational, time-management, and multitasking abilities in a fast-paced environment.

• Excellent verbal and interpersonal communication skills, with a clear commitment to customer service and professionalism.

• Ability to handle confidential information with discretion, work independently or collaboratively, and remain flexible as priorities change.