Front Desk Administrative Assistant

Mission of the Role

Serve as the first point of contact for the organization by creating a professional, welcoming, and efficient experience for guests, employees, and callers. This role supports the daily operations of the business by managing front desk responsibilities, answering and directing telephone inquiries, welcoming visitors, and providing administrative support, including other departments as needed. Through exceptional customer service, organization, and discretion, this position helps ensure a positive workplace experience and smooth business operations.

Key Responsibilities

• Operate all aspects of the switchboard as well as multi-tasking assignments in a professional manner.
• Greet guest: assist and provide service to customers, applicants, and visitors, ensuring they are handed-off to the appropriate internal contact.
• Process and organize incoming/outgoing mail, including mailing invoices.
• Maintain equipment in central supply room.
• Provide administrative services (establish and maintain files, composing and word-processing of documents and various scanning) on demand.
• Assist with catering, confirm billing for correctness, coordinate meeting room needs, and general clean up in meeting areas.
• Assist with office supply orders, organize, and maintain office and kitchen supplies by checking stock to determine inventory level; anticipates supply needs; places and expedites orders for supplies; verifies receipt of supplies.
• Help with events as needed.
• Provide backup assistance for various departments as required.
• Perform other duties as may be assigned or required by management.

Key Qualifications

• Experience: 0-2 years of experience with Front Desk and Administrative responsibilities.
• Education: Associates degree is required. Bachelor’s degree is preferred.
• Certifications: None is required.
• Position-specific Qualifications:
  • Extensive knowledge of business, business processes, and excellent communication skills.
  • Excellent organization skills.
  • High attention to detail and the ability to work well under pressure with tight deadlines and changing priorities.
  • Ability to exercise judgment and must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tack, and diplomacy.
  • Proactive, strong sense of urgency, responds quickly, and possesses excellent follow-through skills in terms of anticipating needs and follow-up items for executives.
  • Ability to multi-task while maintaining quality and meeting deadlines.
  • Experience planning events including support for large meetings, training sessions, off-site events, and site events.
  • Some analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
• Computer/Technological: Professional competence with Microsoft Office, previous CRM usage (we use Microsoft Dynamics), SAP
• Language: Professional written and spoken fluency in English required.
• Schedule: Generally Monday to Friday, full time; be on-call on some weekends (if required).
• General Working Conditions: Be able to usually work in an office environment.
• Travel: None is required.
• Work Status: Legally permitted to work in the country you are applying and willing to undergo an employment background check.

Compensation

The base salary is one part of our Total Rewards package and is determined within a range. The starting base salary range for this position is listed below; the actual starting salary will be based on a variety of factors including experience, skill set, education, performance, licenses/certifications, business needs and other job-related factors, as permitted by law.

• Starting Base Annual Salary Range: $41,110 - $61,050