Executive Assistant

We are looking for an experienced Executive Assistant to support front-of-house operations and day-to-day office coordination for a Contract position. This role is ideal for someone who creates a welcoming experience for visitors, keeps shared spaces organized, and ensures essential workplace services run smoothly. The successful candidate will balance reception coverage, meeting support, and general office administration while responding quickly to facility and security-related needs.

Responsibilities:

• Welcome guests professionally, confirm their appointments, provide site-related guidance, and manage visitor sign-in and badge distribution in accordance with office procedures.
• Maintain consistent reception desk coverage during standard weekday business hours while upholding desk organization and appearance standards.
• Oversee meeting rooms throughout the day by resetting furniture, removing leftover materials, clearing whiteboards, and ensuring each space is ready for use.
• Keep the reception area and other common spaces neat, presentable, and guest-ready by arranging seating, refreshing reading materials, and addressing spills or discarded items promptly.
• Conduct routine inspections of shared office areas, complete daily checklists, and escalate building or property concerns to the appropriate facilities contact.
• Sort and manage incoming mail and packages, assist with access card coordination, and provide additional administrative support as requested.
• Report maintenance concerns such as lighting, electrical, HVAC, equipment, or cleanliness issues promptly and coordinate follow-up for resolution.
• Escalate security-related incidents, including unattended belongings, lost items, theft concerns, or unauthorized presence, to the designated facilities or security contact immediately.
• Refill and clean coffee stations and snack areas, support lunch delivery setup, and restock office and copy areas with necessary supplies, including copier paper.
• Assist with administrative coordination duties such as calendar support, travel arrangements, and meeting logistics as needed.