Reception And Conference Center Administrative Assistant

Overview

• Act as the primary receptionist and administrative assistant for a professional conference center in a dynamic organizational environment.
• Deliver exceptional front-desk coverage, visitor assistance, and reception area management to maintain a welcoming atmosphere.
• Coordinate conference room bookings, including videoconference setups, catering arrangements, and meeting logistics.
• Support administrative tasks such as calendar management, document preparation, and office logistics.
• Assist with client intake, document review, and proofreading to ensure accuracy and confidentiality.
• Collaborate with building services to manage amenities and ensure smooth operations.
• Provide excellent customer service by responding to inquiries and maintaining satisfaction levels.
• Offer backup coverage for office services during high-volume periods or staff absences.

Key Responsibilities & Duties

• Manage the front desk and conference center operations efficiently, ensuring seamless daily activities.
• Welcome and register clients and guests, creating a professional and inviting environment.
• Coordinate conference room bookings, videoconference setups, and catering arrangements for events.
• Generate monthly reports on conference center usage and maintain meeting spaces to high standards.
• Manage courier requests, shipping, receiving, and correspondence to ensure timely delivery.
• Provide administrative support, including calendar management and document preparation.
• Assist with client intake and document review, ensuring accuracy and confidentiality.
• Collaborate with building services to manage amenities and resolve operational issues promptly.

Job Requirements

• Bachelor of Arts (BA) degree required, with a minimum of two years of receptionist experience preferred.
• Proficiency in MS Word, Outlook, and Excel, with strong organizational and communication skills.
• Ability to maintain confidentiality and demonstrate sensitivity to organizational matters.
• Versatile and adaptable to shifting demands, with a collaborative team-focused approach.
• Strong customer-service orientation and ability to establish effective working relationships.
• Comfortable managing tasks under pressure and meeting tight deadlines.
• Experience in law firm or hospitality work highly preferred; on-site availability required.
• Enthusiastic about contributing to a mission-driven organization focused on impactful work.