Receptionist & Executive Assistant

Receptionist & Executive Assistant

Wildflower Studios

Astoria, NY

Wildflower Studios is seeking a personable, highly organized, and proactive Receptionist & Executive Assistant to join our team in Astoria, Queens.

As the first point of contact for clients, guests, and industry professionals, this individual will play a key role in creating a welcoming, polished, and hospitality-driven studio experience.

In addition to managing front desk operations, this position will provide administrative and executive support, assist with studio coordination, and collaborate with departments across the facility to ensure seamless experience for productions and visitors throughout the facility.

The ideal candidate is a resourceful, detail-oriented multitasker who thrives in a fast-paced, creative environment and takes pride in delivering exceptional service.

Key Responsibilities:

Front Desk & Guest Experience

• Serve as the first point of contact for clients, guests, and visitors, providing a warm, professional, and welcoming experience.
• Manage front desk operations, including answering and directing incoming calls, greeting visitors, and maintaining an organized reception area.
• Coordinate with Security and Operations teams to facilitate seamless guest arrivals, access, and parking arrangements.
• Receive, organize, and distribute incoming mail and packages, ensuring secure handling and timely delivery to the appropriate recipients.
• Anticipate guest needs and proactively assist with requests to maintain Wildflower's high standards of hospitality.

Executive & Administrative Support

• Provide administrative support to studio leadership and support all department teams with day-to-day administrative and logistical needs.
• Coordinate and schedule internal and external meetings, including calendar management, meeting logistics, and communication with attendees.
• Maintain and update studio calendars, call sheets, visitor information, and internal scheduling resources as needed.
• Assist with incoming client inquiries and production-related requests, directing them to the appropriate team members and ensuring timely follow-up.
• Provide assistance with marketing initiatives and social media content for Instagram and LinkedIn.
• Assist with travel arrangements, event planning, and special projects as assigned.

Qualifications:

• Experience: 1–3 years of experience in reception, administrative support, executive assistance, hospitality, or a related role.
• Industry Knowledge: Familiarity with film, television, commercial production, or creative industries is preferred but not required.
• Hospitality & Customer Service: A friendly, polished, and service-oriented approach with a genuine enthusiasm for creating positive client and guest experiences.
• Communication: Strong written and verbal communication skills, with the ability to communicate clearly, professionally, and proactively.
• Organization & Attention to Detail: Excellent organizational and time-management skills, with the ability to manage competing priorities while maintaining accuracy.
• Adaptability & Problem-Solving: A resourceful, solutions-oriented mindset and the ability to remain composed and flexible in a dynamic studio environment.
• Professionalism & Discretion: Sound judgment and the ability to handle confidential information appropriately.
• Technical Proficiency: Proficiency in Microsoft Office, including Outlook, Excel, and Word, with the ability to quickly learn new systems and software.
• Physical Requirements: Ability to lift and move packages weighing up to 40 lbs as needed, with or without reasonable accommodation.

Schedule & Compensation :

Monday–Friday, 8:00 AM–5:00 PM, On-Site

$50K - $55K/year, Medical, Dental, and Vision