We are seeking a highly organized and customer-focused Executive-Level Assistant/Receptionist to be the first point of contact for visitors and callers while providing essential administrative support across multiple departments. This role is ideal for someone who thrives in a dynamic environment, enjoys multitasking, and has a keen eye for detail.
Responsibilities
- Answer, screen, and direct incoming calls professionally.
- Greet and assist visitors, ensuring a welcoming experience.
- Maintain the reception area, conference rooms, and common areas to ensure a professional and organized appearance.
- Manage office supplies, including ordering, receiving, stocking, and maintaining cost-effectiveness.
- Coordinate messenger and courier services as needed.
- Assist with event planning, meeting preparations, and company celebrations.
- Support new hire onboarding by preparing welcome kits, ordering business cards, and coordinating IT setup.
- Maintain and update office systems, including personnel directories and badge scanning systems.
- Process supply invoices and submit them to accounts payable.
- Prepare shipping labels and manage FedEx/UPS shipments.
- Coordinate business lunches and catering requests.
- Maintain company store gift certificates, Shoes for Crews program, and One Call system for new hires and terminations.
- Assist various departments with administrative tasks as needed.
- Maintain office beverage dispenser machines in common areas.
- Assist with the coordination and execution of monthly office and production celebrations, including birthday, anniversary recognitions, and company newsletter.
- Manage vendor relationship with office cleaning services.
- Manage and coordinate office maintenance service needs.
- Prepare onboarding tasks including but not limited to, company swag, business cards, entry access card, ordering lunch, Shoes for Crews, and company gift certificates.
- Maintain gift certificates company-wide for the company store.
- Maintain entry access system for Houston/Corporate.
- Maintain text messaging system.
- Maintain company swag inventory company-wide.
- Manage vendor relationship with paper shredding services.
- Maintain filing systems, both electronic and physical.
- Order company business cards as needed.
- Prepare monthly HR Amex report.
- Handle other duties as assigned.
Required Skills/Abilities/Education
- Education: High School Diploma or equivalent required.
- Language: Bilingual in English and Spanish is required.
- Experience: 2+ years of office administration experience preferred.
- Technical Skills: Basic data entry and computer skills required.
Soft Skills
- Excellent customer service and communication skills.
- Professional phone etiquette and pleasant demeanor.
- Strong organizational skills with the ability to multitask and prioritize effectively.
- High attention to detail and ability to handle confidential information.
- Proactive and self-motivated team player.
