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.

• 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.

• 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.

• 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…