The Front Desk Executive Assistant serves as the first point of contact for employees, clients, vendors, and visitors while providing high-level administrative and logistical support to the executive team and corporate office.
Duties and Responsibilities
This position combines front desk responsibilities with executive administrative support, meeting coordination, travel arrangements, office hospitality, and general corporate office support. The ideal candidate is highly organized, professional, proactive, and able to manage multiple priorities while maintaining discretion and confidentiality.
- Provides administrative support to executives and members of the leadership team as needed.
- Coordinates calendars, appointments, conference rooms, and internal and external meetings.
- Prepares meeting materials, agendas, correspondence, presentations, spreadsheets, and other documents as requested.
- Coordinates business travel, including airfare, hotels, rental vehicles, ground transportation, itineraries, and travel changes.
- Coordinates meeting logistics, including catering, refreshments, room setup, materials, and cleanup.
- Assists with company meetings, employee events, training sessions, executive meetings, and other corporate functions.
- Coordinates incoming and outgoing mail, packages, courier services, and deliveries.
- Maintains conference rooms and shared office spaces to ensure they are organized and prepared for use.
- Orders and maintains office, kitchen, meeting, and hospitality supplies.
- Coordinates with vendors and service providers regarding routine office needs.
- Assists with onboarding logistics, including workspace preparation and coordination with appropriate departments.
- Maintains administrative records, contact lists, calendars, travel documentation, and files.
- Coordinates with Finance, Human Resources, Operations, IT, and other departments on administrative needs.
- Assists with special projects and other administrative duties as assigned.
- Identifies opportunities to improve front-office organization, efficiency, and the overall employee and visitor experience.
Essential Duties:
- Serves as the primary point of contact for employees, executives, clients, vendors, and visitors entering or contacting the corporate office.
- Provides consistent front desk coverage, including greeting visitors, answering and routing calls and inquiries, receiving deliveries, and coordinating guest access.
- Maintains a professional, welcoming, and organized reception area.
- Provides day-to-day administrative support to executives and members of the leadership team.
- Coordinates executive calendars, appointments, meetings, and scheduling involving multiple participants.
- Coordinates and prepares conference rooms and meeting spaces for internal and external meetings.
- Coordinates business travel arrangements for executives and other employees as assigned.
- Handles sensitive and confidential business information with appropriate discretion.
- Maintains timely follow-up on administrative requests, schedules, deadlines, and assigned tasks.
- Regularly moves throughout the office as necessary to support visitors, executives, meetings, deliveries, and daily office operations.
Required Skills and Abilities
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Strong interpersonal and customer service skills with the ability to interact professionally with employees, executives, clients, vendors, and visitors.
- Ability to manage multiple priorities and adjust to changing needs.
- Strong attention to detail and follow-through.
- Ability to work independently, take initiative, and exercise sound judgment.
- Ability to handle confidential and sensitive information with discretion.
- Ability to coordinate schedules, meetings, travel arrangements, and office activities.
- Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
Education and Experience
- High school diploma or equivalent is required.
- Previous experience in executive assistance, office administration, corporate reception, hospitality, or a similar professional environment is preferred.
- Previous experience coordinating calendars, meetings, travel, and corporate events is preferred.
Physical and Other Job Requirements
To perform the essential functions of this position, an employee must be able to perform the following duties, with or without reasonable accommodation.
- Must be able to remain in a stationary position for extended periods while performing computer and administrative work.
- Must be able to move throughout the office to support visitors, meetings, deliveries, and other office activities.
- Must be able to operate a computer, telephone, printer, copier, and other standard office equipment.
- Must be able to occasionally bend, reach, stoop, and position oneself to organize supplies, prepare meeting spaces, and receive deliveries.
- Must be able to occasionally lift, carry, or move office supplies, packages, catering items, and meeting materials weighing up to 20 pounds.
- Must be able to perform the essential functions of the position with or without reasonable accommodation.
Work Environment and Schedule
- This is a full-time, non-exempt position.
- This position works onsite Monday through Friday and requires regular and reliable attendance.
- Work is primarily performed in a professional corporate office environment.
- This position requires regular interaction with executives, employees, clients, vendors, and visitors.
- This position provides consistent front desk coverage and in-person support for daily corporate office operations.
- Occasional schedule adjustments may be required to support executive meetings, company events, or other business needs.
- Occasional overtime may be required based on business needs.
Required Statements
Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.
The Company is an equal opportunity employer. We will extend equal opportunity to all individuals without regard to race, religion, color, sex (including pregnancy, sexual orientation and gender identity), national origin, disability, age, genetic information, or any other status protected under applicable federal, state or local laws.
This job description describes the general nature and level of work performed. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions. Duties may be modified based on business needs and applicable law.