Administrative Support Receptionist

Job Title:

Administrative Support Receptionist

Job Description

The Administrative Support Receptionist provides high-level administrative and executive support in a fast-paced, global environment. This role requires a flexible, resilient professional who exercises sound judgment, maintains strict confidentiality, and interacts in a friendly and welcoming manner with senior leaders and visitors. The successful candidate manages complex calendars, coordinates meetings and travel across multiple time zones, and ensures that all communications and documentation are organized, accurate, and delivered on time.

This position calls for a self-motivated individual who learns quickly, works independently, and consistently delivers high-quality results while building strong working relationships with executives, assistants, and operations partners.

Responsibilities

+ Manage the executive's calendar and correspondence, proactively resolving scheduling conflicts and keeping the executive informed of changes and updates.

+ Maintain, organize, and archive Outlook calendars, communications, and folders in alignment with company records and retention schedules.

+ Sort, screen, and distribute incoming and outgoing mail for the executive, highlighting information of interest and curating relevant reading materials.

+ Optimize and coordinate travel arrangements, including transportation, accommodations, agendas, and visa/passport requirements, while managing complex itineraries and any changes.

+ Prepare and submit related expense reports accurately and in a timely manner.

+ Assist the executive in preparing for meetings by obtaining and organizing materials in advance, distributing materials to attendees, and ensuring the executive remains on schedule.

+ Coordinate appropriate support for virtual meeting attendees, including technology, media needs, and other logistical requirements.

+ Screen incoming calls and respond to emails as needed, ensuring timely and professional communication.

+ Greet and assist planned guests and manage unannounced visitors, providing a professional and welcoming reception experience.

+ Coordinate and manage meetings and events such as staff meetings, all-hands meetings, off-sites, and team gatherings, overseeing calendars, communication, technology, office space, logistics, and follow-up activities.

+ Prepare, update, and organize information for inclusion in reports, correspondence, presentations, and budgets, editing documents for accuracy, format, and arrangement of material.

+ Coordinate employee skip-level meetings and other interactions between executives and employees when appropriate.

+ Assist with special projects as needed, providing administrative and logistical support.

+ Develop and maintain effective working relationships with other assistants, executive leaders, and operations partners.

+ Demonstrate a high standard for delivering quality results and maintain a positive, adaptable attitude toward change.

+ Learn about the broader business beyond day-to-day activities to better support executive and team needs.

Essential Skills

+ High proficiency in Microsoft Office Suite, including Outlook and other core applications.

+ Strong administrative support skills, including office management, calendar management, and data entry.

+ Proven ability to manage complex schedules and coordinate meetings across multiple time zones.

+ Experience arranging and managing travel itineraries, including transportation, accommodations, and related logistics.

+ Exceptional verbal and written communication skills, with the ability to interact professionally with senior leaders and visitors.

+ Demonstrated integrity and discretion in handling highly confidential business and personal information.

+ Ability to work independently with minimal supervision while maintaining a high standard of quality.

+ Strong time management skills, with the ability to prioritize tasks and complete assignments in a timely manner.

+ Detail-oriented and highly organized, with a focus on accuracy and completeness in documentation.

+ Ability to solve problems proactively and use good judgment in complex or sensitive situations.

+ Comfort interacting with all levels of the organization, from executive leadership to individual contributors.

+ Willingness and flexibility to support activities across all North America time zones.

Additional

Skills & Qualifications

+ Excellent writing, editing, and proofreading skills for reports, correspondence, and presentations.

+ Ability to learn new software systems, products, and cloud tools with ease.

+ Responsive self-starter who takes initiative in resolving issues or concerns without extensive direction.

+ Ability to work collegially and collaboratively within a team environment, including open-concept office areas.

+ Experience coordinating meetings and events, including staff meetings, all-hands sessions, off-sites, and team gatherings.

+ Capability to prepare and organize information for budgets and other executive-level…