Administrative Assistant 2

Job Description

Job Description

The Receptionist/EA is the primary face and voice of the organization, managing the front office experience while ensuring seamless calendar, travel, and communication support for executives.

Key Responsibilities:

Reception & Front Office Duties

• Guest Relations: Greet clients, visitors, and vendors warmly, ensuring a professional and welcoming front-office environment.
  
• Communications: Answer, screen, and direct incoming emails and visitor request.
  
• Mail & Deliveries: Receive, sort, and distribute daily mail, packages, and courier deliveries, and manage outgoing shipments.
  
• Facility Presentation: Keep the reception and lobby areas clean, organized, and stocked with necessary materials.
  
• Security: Monitor visitor access, issue visitor badges, and follow building safety protocols.
  

Executive Assistant & Administrative Duties

• Calendar Management: Maintain complex schedules and coordinate appointments or meetings for executives.
  
• Travel Coordination: Book domestic and international travel arrangements, itineraries, and accommodations.
  
• Meeting Preparation: Reserve conference rooms, set up boardrooms, prepare materials or presentations, and provide refreshments for guests.
  
• Cross-Functional Support: Handle ad-hoc administrative projects or back up other operational staff as needed
  

Qualifications & Skills

• Experience: 1–3 years of experience in front-desk administration, customer service, or junior executive support.
  
• Communication: Exceptional verbal and written communication skills with a polished, professional demeanor.
  
• Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
  
• Organization: Strong ability to multitask, prioritize competing requests, and maintain strict confidentiality regarding executive matters