Front Desk Administrative Assistant

FRONT DESK ADMINISTRATIVE ASSISTANT

We seek an experienced front desk operation professional who is organized and energetic, with superb interpersonal skills for our Los Angeles office (located in Thousand Oaks). The Front Desk Administrative Assistant coordinates the front desk management, office operations, and provides operational support for consulting professionals.

The Front Desk Administrative Assistant performs a wide range of activities supporting office operations, facilities, procurement, meetings, and travel to facilitate the efficient operation of the organization.

Responsibilities:

Front Desk Reception:

• Front desk reception - answering phones; greeting clients, vendors, and recruits; handling incoming/outgoing mail and deliveries; maintaining visitor logs; monitoring room reservations
• Coordinate workspace reservations and other needs for visitors
• Coordinate internal meetings/activities (i.e. scheduling and preparing conference rooms, catering, supply and material coordination, resetting rooms after meetings, etc.)
• Coordinate and control office calendar of meetings and events
• Prepare domestic and international travel logistics (itineraries, etc.)

Administrative Support:

• Increase productivity of consulting professionals by handling the administrative tasks (such as, travel arrangements, expense reporting, calendar management, interacting with vendors and clients, email correspondence, etc.)
• Provide scheduling support to multiple individuals (appointment, calendar and meeting management)
• Complete expense reports within compliance guidelines, process invoices for payment, and assist with other administrative processes, as needed
• Prepare domestic and international travel logistics (itineraries, visas, etc.)
• Coordinate internal and external meetings/activities (i.e. venue selection/reservation and set-up, hotel accommodations, catering, etc.)
• Prepare and organize documents for client proposals and presentations as needed (contract tracking, printing, organizing and archiving meeting support materials)
• Address problems and troubleshoot with internal and external stakeholders

Office Operations:

• New Joiner set-up: Assist with setting new joiner to include obtaining headshot photo and background information, ordering/activating office ID Badge, update of local office documents, adding to email distribution list and existing office meetings/events, etc.
• New Joiner arrival: Coordinate Day 1 for new joiners to include greeting upon arrival, providing office tour, and conducting office orientation session
• Accounting support: Office procurement card expense reporting, processing of invoices, and researching inquiries
• Facilities support: Log building maintenance and ID card requests
• Back-up support to office operations assistant to include mail distributions, supply management and restocking, meeting management, workspace reset, etc.
• Address problems and troubleshoot with internal and external stakeholders
• Handle special projects with demanding deadlines
• Hours are 8:00 am – 5:00 pm

Qualifications:

• High school diploma required. Post-secondary education or Associate or Bachelor degree preferred.
• 1 - 3 years of relevant work experience as an administrative/operations assistant or receptionist, preferably in a professional services environment
• Fluent in MS Office (Word, PowerPoint, Excel and Outlook), travel and expense reporting applications
• Strong oral and written communication skills
• Professional appearance and demeanor with ability to exercise good judgment and discretion
• Attention to detail, dependability, punctuality
• Proactive self-starter with ability to manage a wide variety of tasks and meet deadlines
• Experience working both independently and with a team in a demanding environment
• Sense of humor appreciated