What are the responsibilities and job description for the Administrative Assistant position at Gibby Group Inc.?
Receptionist
The Receptionist serves as the first point of contact for visitors, vendors, and employees while ensuring the office operates efficiently and professionally. This role is responsible for front desk operations, administrative support, office organization, purchasing, event coordination, and assisting multiple departments with day-to-day administrative needs. The ideal candidate is highly organized, customer-focused, proactive, and able to manage multiple priorities in a fast-paced environment.
This position needs to be able to speak Spanish and English.
Key Responsibilities
- Greet visitors, customers, vendors, and applicants in a friendly and professional manner.
- Answer, screen, and direct incoming phone calls.
- Receive, sort, and distribute incoming mail and packages.
- Prepare outgoing mail and coordinate shipping through carriers such as UPS and FedEx.
- Assist with document preparation, data entry, scanning, copying, and filing.
- Ensure conference rooms are organized and ready for meetings.
- Provide administrative support to executives and department managers.
- Assist with company communications and announcements.
- Help maintain company directories and organizational information.
- Assist with employee events, training sessions, and company meetings.
- Support HR with various administrative projects as assigned.
- Coordinate office vendors, deliveries, and service providers.
- Track office expenses and assist with budget management.
- Identify opportunities to improve office efficiency and organization.
- Assist departments with special projects.
- Perform other duties as assigned.
Qualifications
- High school diploma or GED required.
- Associate degree or additional administrative education preferred.
- 2–5 years of receptionist, administrative assistant, or office management experience preferred.
- Experience in a professional office environment.
- Experience supporting multiple departments is preferred.
Knowledge, Skills & Abilities
- Exceptional customer service and interpersonal skills.
- Strong verbal and written communication abilities.
- Excellent organizational and time management skills.
- Ability to prioritize multiple tasks and meet deadlines.
- High attention to detail and accuracy.
- Professional appearance and demeanor.
- Ability to maintain confidentiality.
- Self-motivated with strong problem-solving skills.
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Experience with office equipment including multi-function copiers, postage systems, and phone systems.