Receptionist & Administrative Assistant

Receptionist / Executive Assistant

Location: New York, NY - (Fully Onsite)

Position Type: 12 + month contract to (hire + multi-extension capability)

Rate : 31.60 /hr. W2

Role Overview

The Receptionist / Executive Assistant serves as the primary face and voice of our organization. In this dual-function role, you will manage the daily front office experience to create a welcoming, professional atmosphere for guests and employees while providing critical administrative, calendar, travel, and logistics support to members of our executive team.

Key Responsibilities

Reception & Front Office Management

• Guest Relations: Greet clients, executive guests, and vendors with warmth and professionalism, maintaining a high standard of hospitality.
• Communications: Answer, screen, and direct incoming phone calls, email inquiries, and general visitor requests in a timely manner.
• Mail & Package Distribution: Receive, sort, and distribute daily mail and deliveries; prepare and track outgoing shipments via major carriers (FedEx, UPS, DHL).
• Facility Presentation: Ensure the reception, lobby, and main meeting spaces remain tidy, organized, stocked, and fully presentable throughout the day.
• Building & Visitor Security: Manage visitor sign-ins, issue access badges, and strictly enforce security and building safety protocols.

Executive Assistant & Operational Support

• Calendar Management: Maintain complex, fast-changing executive schedules, proactively resolving calendar conflicts and coordinating meetings across multiple time zones.
• Travel Coordination: Arrange comprehensive domestic and international travel itineraries, including flights, hotel accommodations, ground transportation, and travel documentation.
• Meeting Logistics & Prep: Reserve conference rooms, configure meeting technology, assemble agendas and presentation materials, and organize guest refreshments or catered meals.
• Cross-Functional Administrative Support: Assist with ad hoc administrative projects, document prep, expense tracking support, and operational coverage across teams as required.

Requirements

Qualifications & Skills

• Experience: 13 years of experience in front desk administration, office coordination, hospitality, customer service, or executive administrative support.
• Technical Proficiency: Hands-on experience with Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Communication: Exceptional verbal and written communication skills with a polished, approachable demeanor.
• Organizational Skills: Proven capability to multitask, prioritize high-urgency requests, manage time efficiently, and uphold strict discretion and confidentiality.
• Work Style: Resourceful, dependable, detail-oriented, and comfortable interacting with senior leadership and external executive partners.

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