serp_jobs.breadcrumb.workplace_remote Executive assistant serp_jobs.h1.location_city

Professional Palm Beach Gardens office serving high net worth investors is seeking a polished, personable and articulate Executive Receptionist-Administrative Assistant. Our client is a global organization with offices from NY to London and Hong Kong.  Our chosen candidate will understand formal business etiquette and be extremely detailed with the ability to operate within a high-level organization.  Communication skills and utilization of proper spelling and grammar are key in this role.  If you're looking to move your reception career to the next level, PrideStaff invites you to apply to be part of this professional and fast-paced team.

Responsibilities :

The Executive Receptionist-Administrative Assistant will provide primary reception and administrative coverage for the office. They will also provide general office and facilities support. The position reports directly to the Director, Global Administrative Services.

• Provide primary reception and telephone coverage. Handle incoming calls in a professional and courteous manner;
• Professionally greet and direct all visitors, including clients and vendors;
• Coordinate all conference room bookings, following company procedure : receive requests for bookings from staff members and create Outlook calendar invites;
• Assist in the day-to-day front office administrative and facility related activities;
• Maintain the office’s reception, kitchen, conference rooms, supply, mailroom and printer areas;
• Tidy up conference rooms as needed between meetings. This may include wiping down tables and credenzas, light mopping and sweeping.
• Maintain office supply inventory list and order supplies.
• Stock the kitchen, supply room, printer locations and restrooms (if internal) maintaining all in a neat and organized fashion. Back up other office suites with these duties, as needed;
• Coordinate catering needs for client and other office meetings or events;
• Train admin staff on reception and office tasks, responsibilities and processes;
• Provide administrative support to office employees or employees that may visit;
• Coordinate transportation service and other travel-related arrangements as needed;
• Submit building maintenance tickets for facility related services;
• Assist with facilities onboarding (key fob access, ID badge coordination and desk setup);
• Coordinate and implement remote visitor access and flex desk setup processes;
• Perform filing, printing, binding, shipping and data entry tasks as needed for various departments;
• Update and distribute company telephone directory as needed;
• Update and maintain various internal employee and vendor lists;
• Assist with updating and maintaining the office policy and procedure manuals. Take the lead in maintaining the latest version and any updates for the office location;
• Coordinate the ordering and distribution of company print materials including business cards, letterhead, and marketing materials as needed;
• Sort and distribute incoming / outgoing mail including faxes and priority overnight mail;
• Organize domestic and international couriers and shipping services;
• Maintain office records and other documentation thoroughly and accurately, in accordance with company policies. This includes required employment law posters as needed;
• Provide administrative and coordination support for various business office projects and tasks;
• Provide administrative assistance to various company departments as needed including collating data, preparing reports, marketing materials and data entry tasks;
• Ensure completion of all office logs including sign-in and security procedures;
• Event planning and coordination;
• Available to stay late to meet deadlines or for after-hour emergencies as needed;
• Provide back-up support and coverage for the team;
• Other duties may be assigned by the Director, Global Administrative Services, and other senior managers.

Qualifications :

Business office hours : 8 : 30 AM - 5 : 30 PM with one hour for lunch, and flexibility to switch to a schedule of 8 AM - 5 PM when needed

Excellent benefit package once permanent, gorgeous office space, great opportunity!

Compensation / Pay Rate (Up to) : $55,000.00 - $65,000.00 Per Year