Administrative Receptionist
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Reports to: Vice President, Human Resources - Supports: Chief Executive Officer and Chief Financial Officer - FLSA Status: Non-Exempt - Location: Corporate Office, on-site
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Position Summary
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The Administrative Receptionist serves as the first point of contact for visitors, vendors, and employees while providing administrative support to the Chief Executive Officer (CEO), Chief Financial Officer (CFO), and various departments within the organization. This position is responsible for managing the front desk, maintaining a professional and welcoming environment, and serving as a flexible administrative resource to support daily business operations.
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This is not a traditional high-touch executive assistant role. Both executives manage their own calendars and correspondence and are largely self-sufficient. Support to them is practical and logistical - scheduling assistance, meeting coordination, occasional travel arrangements, expense processing, document preparation, and follow-through on assigned projects - rather than gatekeeping or full calendar ownership. The right candidate is dependable, organized, and comfortable being the person who simply makes sure things get handled. The position reports to the Vice President, Human Resources for supervision, scheduling, and performance management, while taking day-to-day direction on support matters from the CEO and CFO.
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Because this position covers the front desk, it is an on-site role with consistent in-office presence during business hours. The scope also includes light office and administrative duties that arise from time to time; flexibility and a willingness to pitch in are expected.
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Essential Duties and Responsibilities
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Reception & Front Desk
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- Serve as the primary receptionist at the corporate office, greeting employees, candidates, vendors, landlords, and visitors in a professional and courteous manner
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- Answer, screen, and route incoming calls promptly, and manage the general company voicemail and email inbox
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- Manage visitor check-in, badges, and building access requests, and coordinate with building management as needed
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- Receive and coordinate deliveries, couriers, and outbound shipping
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- Maintain the reception and common areas so they remain organized, presentable, and well stocked at all times
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- Coordinate with the designated backup for front desk coverage during breaks, absences, and time off so the desk is never left unattended
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Executive Support - CEO & CFO
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- Provide scheduling assistance for meetings, calls, and recurring commitments, including coordination across internal and external participants
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- Assist with travel arrangements on an occasional, as-needed basis; the executives generally book their own travel
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- Prepare and submit expense reports and reconcile corporate card activity on schedule
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- Order and coordinate meals for the CEO and CFO
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- Assist with document preparation, formatting, printing, binding, and distribution of materials
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- Complete special projects as assigned by the CEO or CFO, tracking deliverables and following up to completion
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- Handle confidential and sensitive information with complete discretion
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Meetings, Board & Conference Rooms
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- Coordinate setup for Board meetings, including room preparation, materials, technology, food and beverage, and guest logistics
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- Manage conference room reservations and scheduling, resolving conflicts and maintaining the room calendar
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- Assist with meeting preparation, including presentation materials, refreshments, and room setup
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- Set up conference calls and video meetings for the executive team and troubleshoot basic audio-visual issues
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- Coordinate catering for meetings and arrange cleanup afterward
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Recurring Administrative Reporting & Directories
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- Prepare and distribute monthly congratulatory letters from the CEO to stores that exceed their sales targets, working from data provided by Finance and Operations
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- Maintain the company store directory across both banners, keeping location, contact, and status information current
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- Maintain the office telephone and extension directory
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- Prepare monthly in-office and remote work calendars for assigned departments as needed
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- Produce other recurring reports, distributions, and correspondence as assigned, meeting established deadlines without reminders
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Office & Administrative Operations
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- Receive, sort, and distribute incoming mail and packages, routing items to the responsible party
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- Order business cards, envelopes, and branded stationery for both banners as needed
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- Maintain office and breakroom supply inventory and coordinate ordering, monitoring reorder timing within budget
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- Coordinate with office vendors, facilities, and building management on routine service requests
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- Support new hire onboarding logistics at the corporate office, including workspace setup and supplies
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- Assist with company events, holiday functions, and employee engagement and recognition activities
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- Serve as a departmental floater, providing administrative coverage and support to Human Resources, Finance, Operations, Real Estate, Facilities, IT, Marketing, and other departments based on business needs
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- Perform other duties as assigned
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Qualifications
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Education & Experience
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- High School Diploma or GED required; Associate's degree or higher preferred
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- Two (2) to four (4) years of experience as a receptionist, administrative assistant, executive assistant, or in an office support role
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- Experience supporting senior leadership or executive-level management is preferred
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- Experience working in a fast-paced corporate environment is preferred
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- Experience with expense reporting preferred; familiarity with corporate travel booking a plus
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Knowledge, Skills & Abilities
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- Excellent verbal and written communication skills
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- Professional appearance and demeanor with exceptional interpersonal skills
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- Strong customer service orientation and the ability to create a positive first impression
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- Advanced organizational and time management skills with the ability to prioritize multiple assignments
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- Strong attention to detail and accuracy
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- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information
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- Reliability and consistent attendance; the front desk depends on this position being present and on time
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- Proficiency in the Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams, with intermediate to advanced Excel skills including formatting and basic reporting
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- Comfortable with standard office technology, including conference room audio-visual systems, phone systems, and copiers
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- Ability to adapt quickly to changing priorities and support multiple departments simultaneously
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- Strong problem-solving skills and a proactive approach to work
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- Ability to work independently while collaborating effectively with all levels of the organization
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- Demonstrates professionalism, dependability, flexibility, and a positive attitude
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Physical Requirements
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- Ability to sit, stand, and walk for extended periods
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- Ability to greet visitors and move throughout the office as needed
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- Ability to occasionally assist with setting up meeting rooms, moving office supplies, and supporting company events, including lifting or moving items up to approximately 25 pounds
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- Ability to communicate effectively via digital tools
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Additional Information
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- Schedule: Full-time, on-site during regular business hours; occasional flexibility around Board meetings and company events
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- Travel: None
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- This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position
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