Administrative Assistant

Primary Focus:

This role owns the front-of-house visitor experience, handling front-line interactions and ensuring the standards of our reception area are a perfect reflection of our client's brand and culture.

Role Expectation:

This role is expected in office 5 days a week (Monday through Friday) from 9 am-5 pm ET and will be stationed at the front reception desk. This in-office role supports our office operations and helps maintain a collaborative, invested environment that fosters the unique in-person culture we are proud to have.

Core Responsibilities

• Front Desk & Guest Management
• Provides coverage of the front desk and reception area, ensuring the front desk is staffed at all times during regular business hours (with exceptions for breaks, meal times, and occasional team meetings)
• Deliver a welcoming experience to all guests in our space. Greet and check in visitors (including new hires, interview candidates, executive guests); notify employees of their arrival.
• Manage visitor logs, badges, and compliance with security procedures
• Administrative Support
• Manage mail, packages, and courier services
• Coordinate executive lunch deliveries in partnership with the Executive Assistants
• Manage conference room booking requests and maintain conference room calendars
• Assist with scheduling, basic data entry, and document preparation
• Assist with meeting room readiness for critical meetings, as needed (e.g., board meetings, weekly alignment, key candidates, influencers/partners, etc.)
• Daily Office Operations
• Monitor the cleanliness and readiness of reception, core meeting rooms, and common areas (with heavy focus on areas most visited by guests)
• Stock office supplies across various office supply areas across both floors (notifying Office Experience Associate when inventory reordering is needed)
• Log small maintenance issues and communicate them to the Facilities Coordinator

Requirements:

• Education: High school diploma or GED
• Communication: Excellent verbal and written skills for handling calls, emails, and in-person interactions.
• Organizational Skills: Ability to multitask, prioritize tasks, manage schedules, and maintain a tidy workspace.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel), email, and familiarity with office equipment (printers, fax).
• Interpersonal Skills: Friendly, patient, empathetic, and professional demeanor, with strong customer service orientation.
• Attention to Detail: Crucial for accurate message-taking, data entry, and record-keeping.
• Problem-Solving: Resourcefulness to handle unexpected issues calmly.
• Professionalism: Punctuality, good attendance, and reliability.

Collaboration Points

• Partners with Executive Assistants to provide administrative support to our executive group, where needed (ex: lunch deliveries, document preparation, room scheduling)
• Reports facility issues to the Facilities Coordinator, escalating operational or maintenance needs
• Works closely with the Office Experience Associate and Facilities Coordinator to support events and culture-building activities, where needed