Job Description

Our client, a global communications firm, is seeking a Receptionist/Administrative Assistant temp for a short term assignment.

On-site: 8:30 a.m. to 5:30 p.m Monday-Friday

Rate: $28/hour

Location: Central Business District

Dates: 4/20 - Mid May

Responsibilities:

Operational & Facilities Support

• Processes expense reimbursements, invoices, and purchase orders.

• Ensures appropriate level of support is arranged to facilitate timely submission and resolution of facilities-related requests.

• Maintains office efficiency by planning and implementing space allocations, office systems, layouts, and equipment procurement.

• Assures office equipment and furnishings are in operable order and quantities and services are appropriate to meet the needs of the team.

• Oversees kitchen supplies, related maintenance, and ensures snacks and beverages and ordered and stocked.

• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.

• Takes ownership of office management tasks, such as organizing storage space and files, supervising vendor relationships, etc.

• Acts as liaison to office building management and coordinates day-to-day operations.

• Assists with development and implementation of safety procedures.

• Assists with the on-boarding of new hires.

• Greets visitors to the office, including high-level executives and prominent guests, in a welcoming and professional manner.

• Orders staff lunches for team meetings.

• Acts as liaison to office building management and coordinates day-to-day operations (e.g., distributing building access keys, parking vouchers, clearing office visitors with security desk, etc.)

• Assists as appropriate with firm administrative functions, such as HR, IT, finance and marketing

• Participates as needed in other special projects

• Liaises closely with counterparts in other Global offices

Executive Support

• Responds to complex requests, directs inquiries, takes action, and follows up as appropriate.

• Coordinates a broad variety of administrative tasks for the Head of the Office, including managing calendars, preparing confidential documents, and ensuring follow-up on all action items.

• Prepares travel arrangements and expense reports, and ensures related travel policies and processes are adhered to.

• Develops presentations, correspondence, meeting minutes, etc.

• Support of the business development efforts of the Head of the Office and team.

• Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues.

• Provides broad administrative support to other staff, including scheduling coordination, travel arrangements, reserving meeting space, etc.

• Supports the efficient and timely distribution of messages on behalf of the leadership team.

• Keeps executives well informed of upcoming commitments and responsibilities including follow-up.

• Communicates directly on behalf of the executives in a professional manner, bridging smooth and clear communications with internal departments and external constituents.

• Prepares meeting materials, such as executive documents and binders.

• Purchases and sends gifts as appropriate.

• Prepares initial drafts and preview materials as needed, including PowerPoint decks, speaker notes, and various communications in support of key initiatives.

Event Planning

• Supports local meetings, including executive meetings calendar management, attendance tracking, and content/topic preparation.

• Coordinates local office outings, holiday parties, and marketing events.

• Secures off-site event venues and coordinates with external vendors as needed.

• Partners with the firm’s marketing and events team to manage logistics, including catering, invitation lists, and visitor clearance.

Qualifications:

• Three to five years of experience in a professional office environment in an executive and/or administrative support role

• Working knowledge of mail processes such as postage machine, FedEx and UPS

• Well-versed in MS Office, especially Outlook, Word, PowerPoint, and Excel

• Ability to read, interpret, and comprehend documents such as floor plans, policies, etc.

• Ability to work independently, with a team, and with a high volume of work.

The ideal candidate should possess the following professional attributes:

• Ability and desire to take initiative

• Strong attention to detail and problem-solving skills

• Good time management and the ability to manage multiple priorities

• Competent decision making and knowing when to escalate matters

• Strong verbal and written communication skills

• Exceptional organization skills

• Experience with discretion/confidentiality

• A high level of professionalism and maturity

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