Administrative Assistant Reception

Job Title:

Administrative Assistant - Reception

** if you are interested in this opportunity, please feel free to apply and email me your resume at alalfaro @  so we can schedule a time to connect asap! *
* Job Description

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.

Responsibilities

+ 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.

Essential Skills

+ 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.

Additional

Skills & Qualifications

+ 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.

Work Environment

This role is fully onsite at a professional office location, working Monday through Friday, typically from 8:00 a.m. to…