Administrative Assistant Reception

Administrative Assistant – Reception

The Administrative Assistant – Reception provides comprehensive administrative and clerical support to a busy office, serving as the primary point of contact for visitors and a key resource for internal staff. Working under general direction, this role handles a variety of tasks with considerable discretion and independent judgment, including analyzing information requests, coordinating executive travel and meetings, and managing expense reporting.

The position requires a solid understanding of office processes, procedures, and systems gained through specialized training and at least three years of on-the-job experience. This is a multi-faceted role that interacts with multiple departments and supports a Vice President in a professional, client-facing environment.

• Serve as the primary point of contact for visitors, greeting and directing individuals in a professional and welcoming manner.
• Answer and route incoming telephone calls, ensuring timely, courteous, and accurate communication.
• Handle in-person, email, and Teams communications, responding to inquiries and providing information to employees and external contacts.
• Provide general administrative and clerical support for the site, including data entry, document preparation, and record maintenance.
• Support a Vice President by scheduling travel arrangements and coordinating meetings, ensuring all logistics are handled efficiently.
• Prepare and assist with monthly expense reports using Concur, including gathering documentation and verifying accuracy.
• Perform light office duties such as answering employee questions, directing internal requests, and supporting day-to-day office operations.
• Follow clearly defined procedures and guidelines while exercising independent judgment to resolve routine issues and prioritize tasks.
• Collaborate with various departments at the site to facilitate smooth communication and coordination of activities.
• Maintain a high level of professionalism in all client and customer-facing interactions, representing the organization positively.
• Adapt to a variety of work routines and changing priorities while maintaining organization and attention to detail.

• Minimum of 3–5 years of executive assistant or administrative support experience, including direct support to leadership.
• Strong data entry skills with accuracy and attention to detail.
• Demonstrated customer service experience in a front desk or client-facing role.
• Proficiency in general administrative support functions, including scheduling, correspondence, and record keeping.
• Experience using Microsoft applications (such as Outlook, Word, Excel, and Teams) for communication and documentation.
• Hands-on experience with Concur or similar expense reporting systems.
• Excellent organization skills with the ability to manage multiple tasks and deadlines.
• High level of professionalism in client/customer-facing interactions and in supporting a Vice President.
• Ability to exercise discretion and independent judgment when handling information and resolving routine issues.
• Strong adaptability skills to manage a variety of responsibilities and shifting priorities.

• Bachelor's degree or Associate's degree preferred.
• Comprehensive understanding of office processes, procedures, and systems gained through job-related training and experience.
• Basic understanding of underlying concepts and principles related to administrative operations.
• Ability to analyze information requests and identify trends to support decision-making.
• Effective verbal and written communication skills for interacting with internal staff and external visitors.
• Comfort working within well-defined procedures while contributing to a positive and collaborative office culture.

This role is fully onsite at a professional office location, working Monday through Friday, typically from 8:00 a.m. to 5:00 p.m., with flexibility for a 30–40 hour workweek. The environment is described as positive and supportive, within a well-known national organization in the medical device industry. The Administrative Assistant – Reception works at the…