Executive Assistant

Job Title: Administrative Assistant / Receptionist This role provides high-level administrative and reception support to the management team and office, ensuring smooth daily operations and a professional front-desk experience. You will coordinate meetings, travel, and events, manage office facilities and supplies, handle import/export documentation, and serve as a key point of contact for visitors, vendors, and internal stakeholders. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities under deadline pressure. Responsibilities Complete critical administrative tasks and deliverables with a hands‑on approach that supports the management team’s ability to effectively lead the organization. Prioritize conflicting needs, manage multiple tasks simultaneously, and follow through on projects to successful completion, often under tight deadlines. Coordinate and plan management team meetings and teleconferences, including scheduling, logistics, room setup, and technology support. Arrange food vendor services and catering for meetings and events when requested. Assist with travel arrangements for the management team, including booking and coordination, using Concur as required. Prepare, submit, and track expense reports via Concur in accordance with company procedures. Plan and coordinate corporate engagement events and meetings, ensuring all logistics and communications are handled efficiently. Coordinate office building maintenance issues by interfacing with multiple service providers and ensuring timely resolution of facility needs. Track facility office expenditures to ensure they remain within budget and report any discrepancies or concerns as needed. Manage purchasing duties, including creating purchase orders, reconciling items received, and processing non‑purchase order requests. Create and enter import/export documents accurately, ensuring all required data is captured and maintained. Order, stock, and maintain inventory of all required office supplies to support daily operations. Help manage visitor control processes, including issuing badges and coordinating visitor IT access. Answer, screen, and route all incoming facility telephone calls in a professional and courteous manner. Handle all incoming and outgoing mail and packages, ensuring timely distribution and shipment. Ensure the lobby and meeting areas maintain a professional, clean, and welcoming appearance at all times. Monitor and ensure break rooms are appropriately stocked and coordinate regularly with vendors to maintain supplies and services. Create and distribute the company newsletter, gathering content and coordinating approvals as needed. Perform other related administrative and reception duties as assigned to support the office and management team. Essential Skills 3–5 years of related administrative, clerical, or office support experience preferred. High school diploma or equivalent. Advanced knowledge of Microsoft Office applications, including SharePoint, Excel, PowerPoint, and Word. Proficiency with personal computers and general office software. Experience with core administrative tasks such as calendaring, data entry, and document preparation. Strong organizational skills with the ability to manage multiple work assignments and meet critical deadlines independently. Strong oral and written communication skills, with a professional and courteous demeanor. Ability to interface effectively with all departments, management levels, customers, and external partners. Customer service mindset with the ability to manage a front desk and reception environment. Experience using Microsoft Outlook for email and calendar management. Accuracy and attention to detail in data entry and record keeping. Additional Skills & Qualifications Previous experience with Concur for travel arrangements and expense reporting is a plus. Experience in administrative support, clerical work, or front desk reception. Familiarity with tracking office expenditures and working within budget guidelines. Experience coordinating meetings, events, and teleconferences. Experience managing purchasing duties, including purchase order creation and reconciliation. Exposure to import/export documentation and related data entry. Ability to handle high call volumes and manage multiple visitors simultaneously while maintaining professionalism. Comfort working in a fast‑paced environment with frequent interruptions. Strong problem‑solving skills and a proactive approach to resolving issues. Work Environment The role is based in a new, clean hangar facility at Alliance Airport, providing a modern and well‑maintained workplace. You will work in an office and reception setting within an aviation environment, interacting regularly with internal staff, visitors, and vendors. The position involves daily use of computers, Microsoft Office applications, and office equipment, as well as coordination with building maintenance and service providers. The environment emphasizes professionalism and a polished front‑desk presence, with a focus on maintaining tidy lobby, meeting, and break room areas. Work hours are typical for an office‑based administrative role, with on‑site presence required to support reception, facilities, and in‑person meetings. Job Type & Location This is a Contract to Hire position based out of Fort Worth, TX. Pay and Benefits The pay range for this position is $28.00 - $32.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan – Pre‑tax and Roth post‑tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long‑term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off / Leave (PTO, Vacation or Sick Leave) EEO Statement The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. San Francisco Fair Chance Ordinance Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Massachusetts Lie Detector It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. #J-18808-Ljbffr