Description:
Purpose
The Executive Assistant / Receptionist is a dual-function role responsible for providing high-level administrative and organizational support to the CEO and General Manager while also serving as the primary receptionist and first point of contact for the company.
Approximately three days per week will be dedicated to Executive Assistant responsibilities, with the remaining two days per week focused on Receptionist responsibilities. The Receptionist responsibilities will primarily be performed on Thursdays and Fridays.
The ideal candidate is highly organized, professional, dependable, detail-oriented, and able to manage multiple priorities while maintaining confidentiality. This individual should be comfortable interacting with executives, employees, customers, vendors, and visitors and should represent the company in a positive and professional manner.
Essential Duties and Responsibilities
Executive Assistant Responsibilities – Approximately 3 Days Per Week
- Provide administrative and organizational support to the CEO and General Manager.
- Manage and maintain executive calendars, including scheduling meetings, appointments, and commitments.
- Coordinate internal and external meetings, including scheduling, room reservations, materials, and logistics.
- Prepare meeting agendas, presentations, reports, and other materials as requested.
- Attend meetings and accurately record and distribute meeting minutes, action items, and follow-up items.
- Monitor and follow up on outstanding action items to help ensure timely completion.
- Coordinate conference calls, video meetings, and other communications.
- Answer, screen, and direct executive phone calls as appropriate.
- Assist with email correspondence and other communications as needed.
- Maintain organized electronic and physical files and records.
- Prepare correspondence, memos, reports, spreadsheets, and other documents.
- Assist with travel arrangements, including transportation, lodging, itineraries, and scheduling when needed.
- Coordinate appointments and communications with customers, vendors, business partners, and other outside contacts.
- Assist with special projects and company initiatives as assigned by the CEO or General Manager.
- Conduct research and gather information to support executive decision-making.
- Assist with preparation for leadership meetings, company events, and other business functions.
- Maintain confidentiality regarding sensitive company, employee, financial, and business information.
- Anticipate administrative needs and proactively address issues before they become problems.
- Perform general administrative duties and provide support to other members of management as directed.
- Perform other duties and special projects as assigned.
Receptionist Responsibilities – Approximately 2 Days Per Week
Primary Receptionist coverage will be provided on Thursdays and Fridays.
- Serve as the primary point of contact for incoming telephone calls.
- Answer the company phone in a professional, friendly, and timely manner.
- Direct calls to the appropriate employee, department, or location.
- Take accurate messages and ensure they are communicated promptly.
- Greet and assist customers, vendors, visitors, and other guests.
- Maintain a professional and welcoming reception area.
- Assist visitors with sign-in procedures and direct them to the appropriate person or department.
- Receive and distribute mail, packages, and deliveries if needed.
- Respond to general inquiries or direct questions to the appropriate department.
- Maintain awareness of individuals and activities within the reception area for security and customer service purposes.
- Assist with general office organization and administrative tasks.
- Provide backup administrative support as needed.
Administrative Support
In addition to the primary responsibilities above, this position may assist with:
- Data entry and maintaining accurate records.
- Preparing and organizing documents and reports.
- Filing and document management.
- Ordering office supplies and maintaining office inventory.
- Coordinating office services and vendors.
- Assisting with company events and employee functions.
- Preparing materials for meetings and presentations.
Requirements:
Qualifications
- High school diploma or equivalent required; associate or bachelor’s degree preferred.
- Previous experience as an Executive Assistant, Administrative Assistant, Office Manager, Receptionist, or similar administrative role preferred.
- Experience supporting executives or senior management is highly preferred.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Professional and courteous telephone and interpersonal skills.
- Ability to maintain confidentiality and exercise sound judgment.
- Strong attention to detail and accuracy.
- Ability to prioritize and manage multiple tasks in a fast-paced environment.
- Ability to work independently while also functioning effectively as part of a team.
- Strong computer skills, including Microsoft Office (Outlook, Word, Excel, PowerPoint) and the ability to learn company-specific software and systems.
- Professional appearance and demeanor.
- Ability to interact positively with employees at all levels of the organization, customers, vendors, and visitors.
Physical & Work Requirements
- Ability to sit and work at a computer for extended periods.
- Ability to answer phones and communicate effectively throughout the workday.
- Ability to occasionally lift or move office materials and supplies.
- Ability to move throughout the office and company facilities as needed.
- Regular and reliable attendance is required.
