Administrative Assistant

Job Description

Job Description

We are looking for an experienced and service-oriented Administrative Assistant to serve as the first point of contact for visitors and staff. This Long-term Contract position is ideal for someone who enjoys creating a welcoming office environment while keeping front desk activities organized and running smoothly. The role supports daily reception operations, communication flow, meeting space coordination, and general administrative needs in a detail-oriented onsite setting.

Responsibilities:
• Welcome guests and employees in a courteous manner, direct them appropriately, and alert internal team members when visitors arrive.
• Manage incoming phone traffic through Teams or similar phone systems, ensuring calls are answered promptly and routed to the correct contacts.
• Oversee day-to-day reception activities, including handling general inquiries, coordinating front desk coverage, and maintaining an orderly check-in experience.
• Receive, sort, and distribute mail, packages, and deliveries while helping ensure materials reach the appropriate recipients.
• Schedule and monitor meeting room usage, keeping calendars accurate and supporting smooth coordination of shared office spaces.
• Help maintain a clean, detail-oriented, and well-stocked lobby, front desk, and main conference areas, including refreshments and basic supplies.
• Provide consistent customer-focused support that reflects positively on the organization in every in-person and phone interaction.
• Assist with additional administrative or office support tasks as needed to meet team and operational priorities.• High school diploma or equivalent required.
• 1-4 years of experience in reception, administrative support, clerical work, customer service, or office coordination.
• Working knowledge of front desk procedures and office operations in a detail-focused environment.
• Ability to manage multiple priorities, calendars, and routine administrative tasks with strong attention to detail.
• Proficiency with Microsoft Office applications and comfort using business technology platforms, including phone and scheduling tools.
• Strong verbal and written communication skills with a clear commitment to responsive, high-quality customer service.
• Demonstrated ability to work independently and collaboratively while exercising sound judgment, tact, discretion, and confidentiality.
• Capability to remain organized and effective in a fast-paced onsite setting that may require extended desk work and occasional lifting of up to 15 pounds.