Front Desk Receptionist - 6 Month Contract To Hire

The Midtown Group is seeking a dedicated and detail-oriented Front Desk Receptionist / Admin Assistant for one of our pharmaceutical clients in Gaithersburg, MD. This person will be primarily responsible for performing clerical tasks within an office setting to support daily operations and provide administrative support.

Job Title: Front Desk Receptionist/Administrative Assistant

Location: Gaithersburg, MD – on-site Monday - Friday

Duration: 6 Month Contract with possible extension or conversion

Reports to: Chief Of Staff

Pay Rate: $22 - $25/hr (DOE, negotiable)

Hours: 8:30am-5:00 pm

Dress Code: Business Casual

Main Purpose of Job:

The Receptionist is responsible for performing clerical tasks within an office setting to support daily operations and provide administrative support. Primary duties include greeting visitors, accepting deliveries, delivering packages to employees, and setting up meetings. The Receptionist must deliver exceptional customer service and provide a welcoming environment. This dynamic on-site position requires the ability to anticipate needs, think critically, and offer solutions with a high level of professionalism and confidentiality.

Key Responsibilities:

• Complete a variety of administrative tasks for the leadership team, including:
• Collecting and preparing information for meetings with staff and outside parties.
• Composing and preparing correspondence.
• Reserving meeting rooms.
• Maintaining contact lists.
• Making travel arrangements and managing complex calendar schedules via MS Outlook
• Completing expense and mileage reports.
• Greet visitors and notify staff of their arrival.
• Inventory and order office supplies.
• Maintain and stock the reception area and common areas.
• Maintain professionalism and strict confidentiality with all materials, exercising discretion when interfacing with the business.

Other Responsibilities:

• Manage catering requests for working lunches and entertaining visitors by ensuring appropriate refreshments are ordered.
• Coordinate with other administrative team members to replenish office materials such as printer supplies, paper, office supplies, snacks, etc.
• Provide internal and external event management support.
• Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, meals, and expense reporting.
• Perform administrative and office support tasks, such as typing, dictation, spreadsheet creation, faxing, and maintaining the filing system and contact database.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Sustain an annual calendar of routine or repeating meetings and events.
• Complete ad hoc projects or other duties as assigned.

Experience & Knowledge:

Essential:

• Excellent written and verbal communication skills while representing senior executives.
• Excellent organizational skills to ensure matters are dealt with efficiently and suitably.
• Ability to successfully multi-task when handling a busy workload.
• Advanced computer skills, particularly Microsoft Office (Word, Outlook, PowerPoint, and Excel).
• Working knowledge of office administrative practices and procedures.

Desirable:

• Experience working within a biotech company or similar area.
• Experience working within a high-tech industry and/or a growing company.
• Apple iOS experience is a plus.

Key Behavioral Attributes:

• Analytical Thinking
• Attention to Communication
• Diagnostic Information Gathering
• Managing Self Performance
• Results Oriented
• Teamwork
• Thoroughness
• Written and Oral Communication
• Building Collaborative Relationships
• Fostering Teamwork
• Influencing Others
• Initiative
• Interpersonal Awareness

Education & Qualifications:

• High school graduate with significant administrative management experience; college degree preferred.
• 2 years of administrative or relevant experience supporting senior executives required; experience supporting C-suite and Board level executives desired.