We are seeking a highly organized and personable Receptionist/Administrative Assistant to support our Managing Partner and maintain smooth daily operations at our office. This role is essential in creating a welcoming environment for clients and ensuring efficient management of communications, schedules, and office tasks. The ideal candidate is detail-oriented, proactive, and capable of managing multiple priorities in a dynamic professional setting.
Key Responsibilities:
Client & Office Reception
Greet clients and visitors warmly, ensuring a professional and hospitable first impression.
Maintain a clean and welcoming reception area and common spaces.
Assist clients with general inquiries and direct them appropriately.
Communication & Call Management
Organize and manage all communications on behalf of the Managing Partner, including phone, email, and in-person messages.
Answer incoming phone calls; screen and direct calls to the Managing Partner or other relevant team members as needed.
Relay messages promptly and accurately.
Schedule & Calendar Coordination
Maintain the daily schedule for both the Managing Partner and one additional Partner.
Schedule meetings, appointments, and follow-ups while avoiding conflicts and maximizing productivity.
Ensure both partners are briefed in advance of daily commitments.
Administrative & Office Support
Maintain organized and up-to-date paper and digital filing systems.
Prepare documents, reports, and correspondence as needed.
Monitor and order office supplies, handle incoming/outgoing mail, and support general office logistics.
Errands & External Coordination
Run errands to clients or other local destinations as required.
Maintain a reliable method of transportation and ensure timely delivery of documents or other materials.
Qualifications
Proven experience as a receptionist, administrative assistant, or similar role.
Excellent verbal and written communication skills.
Strong organizational and time-management abilities.
Proficient in Microsoft Office Suite (Word, Excel, Outlook).
Discretion and confidentiality when handling sensitive information.
Professional demeanor with a positive, solution-oriented attitude.
Reliable transportation and a valid driver's license.
Preferred Attributes
Experience in a professional services environment.
Ability to anticipate needs and work independently.