Job Description
**Why Join Us?**
Join a nationally recognized staffing agency dedicated to supporting your career journey!
We are currently seeking a polished, personable, and articulate Executive Receptionist/Administrative Assistant for a prestigious office that caters to high net worth investors. This global organization has a presence in major cities, including New York, London, and Hong Kong. The ideal candidate will possess a strong understanding of formal business etiquette, exceptional attention to detail, and the ability to thrive in a high-level corporate environment. Excellent communication skills, along with a command of proper spelling and grammar, are essential for success in this role. If you're ready to elevate your reception career, we invite you to apply and become a valued member of our dynamic and professional team!
**Key Responsibilities:**
As the Executive Receptionist/Administrative Assistant, you will be the first point of contact for our office and will provide essential administrative support. Your responsibilities will include:
- Managing primary reception duties and telephone coverage.
- Welcoming and directing all visitors, including clients and vendors, with professionalism.
- Coordinating conference room bookings and creating Outlook calendar invites for staff.
- Assisting with daily front office administrative tasks and facility-related activities.
- Maintaining cleanliness and organization in reception, kitchen, conference rooms, supply areas, mailroom, and printer locations.
- Tidying up conference rooms between meetings, which may involve light cleaning tasks.
- Keeping an updated inventory of office supplies and placing orders as needed.
- Stocking kitchen supplies, printer locations, and restrooms, and assisting other office suites as required.
- Coordinating catering for client meetings and office events.
- Training administrative staff on reception and office procedures.
- Providing administrative support to office employees and visitors.
- Arranging transportation services and travel-related logistics as necessary.
- Submitting maintenance requests for facility-related services.
- Assisting with onboarding processes for new employees, including key fob access and desk setup.
- Implementing remote visitor access and flexible desk arrangements.
- Performing filing, printing, binding, shipping, and data entry tasks for various departments.
- Updating and distributing the company telephone directory and maintaining internal employee and vendor lists.
- Assisting with the upkeep of office policy and procedure manuals.
- Coordinating the ordering and distribution of company print materials, such as business cards and marketing materials.
- Sorting and distributing incoming and outgoing mail, including faxes and priority shipments.
- Organizing domestic and international courier services.
- Maintaining accurate office records and documentation in line with company policies.
- Supporting various business office projects and tasks as needed.
- Providing administrative assistance to different departments, including data collation and report preparation.
- Ensuring completion of office logs, including sign-in and security procedures.
- Planning and coordinating events.
- Being available to stay late for deadlines or after-hour emergencies as required.
- Offering backup support and coverage for the team.
- Performing other duties as assigned by senior management.
**Qualifications:**
- A collaborative team player with strong multitasking and prioritization skills.
- Proven ability to meet goals and deadlines accurately and efficiently.
- Detail-oriented with a knack for identifying areas for improvement.
- 2-4 years of recent experience in administrative support and office coordination in a fast-paced corporate environment.
- Proficient in Microsoft Outlook, Word, PowerPoint, and Excel.
- Excellent communication skills, both written and verbal, with a commitment to transparency and follow-up.
- Strong customer service skills and a keen attention to detail.
- Professional, organized, and disciplined work style.
- Punctuality and reliability are essential.
- A courteous and professional demeanor is required.
- Ability to work effectively with all levels of management and resolve issues positively and proactively.
**Schedule:**
8:30 AM - 5:30 PM with a one-hour lunch break, with flexibility to adjust to an 8 AM - 5 PM schedule when needed.
We offer an excellent benefits package upon permanent placement, a beautiful office environment, and a fantastic opportunity for growth!
**Join us and be part of a company that truly values its employees!**
Employment Type: Full-Time
Salary: $ 55,000.00 65,000.00 Per Year
Job Tags
Permanent employment, Full time, Remote job, Flexible hours,