Front Desk Administrator

Front Desk Administrator

• Location: Mountain View, CA (100% Onsite - 5 days per week)
• Hours: Monday through Friday, 8:30 a.m. to 5:00 p.m.
• Reports To: Chief Human Resources Officer
• FLSA Status: Non-Exempt
• Salary Range: $60,000 - $85,000 annually

About SETI

At the SETI Institute, we aren't just looking at the stars-we are actively trying to understand our place among them. Our mission is dedicated to advancing humanity's understanding of the universe through world-class scientific research, exploration, and discovery. We bring together a brilliant, passionate community of researchers, scientists, engineers, and innovators. To fuel our next giant leap, we need a team that matches our cosmic curiosity and keeps our headquarters running smoothly.

About This Role

Every high-performing crew needs a welcoming, reliable launchpad anchor. We are seeking a warm, organized, and proactive Front Desk Administrator to serve as the face of our Mountain View headquarters. Reporting to the Chief Human Resource Officer, this is a crucial, 100% onsite role designed for an approachable professional who will be the primary point of contact for anyone stepping into or calling our facility from visiting scientists and international dignitaries to internal team members.

In this role, you will own the front desk experience, manage incoming telephone communications, coordinate small office projects, and plan engaging internal office events. If you have an adaptable mindset, strong organizational habits, and a passion for creating a welcoming workplace, you will be a vital partner in keeping our day-to-day operations running flawlessly.

What You'll Do

• Be the Primary HQ Ambassador: Welcome and check in all external guests, partners, and VIPs upon arrival; manage multi-line phone calls with warmth and professionalism, routing inquiries to the correct teams.
• Oversee Reception & Visitors: Execute daily visitor registration and security badge procedures, maintaining a clean, professional, and inviting reception area.

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• Coordinate Projects & Events: Plan and execute HQ and Intern events (e.g., team lunches, holiday celebrations, office happy hours, staff recognition events) and manage administrative projects as assigned.
• Manage Mail & Deliveries: Handle all incoming and outgoing mail, packages, and priority shipments; ensure prompt delivery to departments and individuals.
• Support Workspace Logistics: Maintain inventory and order office/kitchen supplies, oversee conference room calendars to prevent scheduling conflicts, and partner with Facilities to ensure shared workspaces remain stocked and operational.
• Administrative Assistance: Provide general administrative and project support to the Executive Administrator and operational teams, including basic document drafting, calendar coordination, and data entry.

Who You Are

• A Welcoming Cultural Anchor: You possess an infectious positive attitude, excellent interpersonal skills, and a polished demeanor that makes visitors and employees feel supported from the moment they walk through the door.
• A Multi-Tasking Executor: You thrive in an environment where no two days are identical-easily balancing phone calls, walk-in visitors, and ongoing office tasks.
• An Event & Project Organizer: You enjoy bringing people together, whether that means planning a staff luncheon or organizing a seamless team event from start to finish.
• A Clear Communicator: Your phone etiquette and written communication are professional, friendly, and concise across all levels of staff and external inquiries.
• Dependable & Punctual: You take pride in being reliable, maintaining a fixed front-desk presence during core operational hours.

What We're Looking For

• 1-3+ years of experience in a front desk, reception, office administration, or customer-facing administrative role.
• Proven experience managing multi-line phone systems and managing general office logistics.
• Practical experience assisting with small event planning, team celebrations, or small operational projects.
• Digital workspace literacy, including strong proficiency across Microsoft 365 and Google Workspace platforms (Docs/Word, Sheets/Excel, Slides/PowerPoint, Drive, Calendar, Zoom, and Slack).
• Ability to work a fixed, highly accountable onsite schedule from 8:30 a.m. to 5:00 p.m., Monday through Friday .

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What Will Make You Stand Out

• Prior experience working in a non-profit, educational, scientific research, or mission-driven organization .
• A passion for hospitality, community building, and employee engagement.
• Basic familiarity with project tracking or collaborative tools (e.g., Basecamp, Microsoft Planner, or Google Tasks/Projects ).
• High comfort level interacting with executive leadership, visiting researchers, educators, and diverse international visitors.

Compensation & Benefits

SETI offers a competitive compensation package including medical, dental, and vision coverage, retirement benefits, paid time off, professional development opportunities, and other employee programs.

• Expected Salary Range: $60,000 - $85,000 annually.

Actual compensation will be determined based on factors including skills, experience, qualifications, internal equity, geographic location, and business needs.

Equal Employment Opportunity

SETI is an Equal Opportunity Employer and is committed to fostering an inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, creed, sex, pregnancy, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, genetic information, marital status, military or veteran status, or any other characteristic protected under applicable federal, state, or local laws.

Fair Chance Statement

Consistent with applicable law, including the California Fair Chance Act, qualified applicants with arrest or conviction records will be considered for employment.

Disclaimer

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties and responsibilities may change at any time based on organizational needs and business priorities.