Executive Assistant/Receptionist

Overview:

We are seeking a proactive and organized individual to join our team as an Executive Assistant/Receptionist. This role is pivotal in providing administrative support to the Vice President of Operations while also managing the reception area and welcoming guests to our office. The ideal candidate will be professional, personable, and adept at multitasking.

Responsibilities:

Executive Support:

• Act as the primary point of contact for the Vice President of Operations, managing their calendar, scheduling meetings, and coordinating appointments.
• Prepare meeting materials, agendas, and presentations as needed.
• Assist with travel arrangements, including booking flights, accommodations, and transportation.
• Keep a running list of daily notes, to-dos and delegation tasks.
• Aid in gap-filling when the Vice President of Operations is out of office.
• Communicate with legal counsel.
• Coordinate job-site visits.
• Manage the organization and filing of expenses.
• Track regular data points in Salesforce, Intacct and Branch Manager presentations for consistency, contradictions and red flags.

Reception Duties:

• Greet visitors, clients, and employees in a warm and professional manner.
• Answer and direct incoming phone calls to appropriate personnel.
• Manage the reception area, ensuring it is always tidy and presentable.
• Maintain office supplies inventory and place orders as needed.
• Maintain kitchen supplies inventory and place orders as needed.

Administrative Support:

• Provide general administrative support, including filing, scanning, copying, and data entry.
• Assist with special projects and initiatives as assigned by the VP of Operations.
• Maintain confidentiality and handle sensitive information with discretion.

Qualifications:

• High school diploma or equivalent; additional certification in office management or administration is a plus.
• Proven experience as an executive assistant, administrative assistant, or receptionist.
• Excellent communication and interpersonal skills, with the ability to interact effectively with individuals at all levels.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
• Ability to prioritize tasks and manage time efficiently in a dynamic environment.
• Professional demeanor and appearance.
• Ability to maintain composure and professionalism under pressure.
• Experience in Canva is a plus.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Sterling Heights, MI 48310: Relocate before starting work (Required)

Work Location: In person