The concierge/administrative assistant must be a professional who understands and adapts easily to the communication and working styles of others; possesses an impeccable attention to detail; has gained a reputation for being highly dependable; is learning agile and multitasks without losing site of priorities and deliverables dates.  The concierge/administrative assistant is responsible for supporting the manager, quality/operations.

Reports to: chief operating officer

Responsibilities include:
  • Assist the manager, quality/operations with the following duties:
    • Answering the telephone
    • Greeting clients and guests and make them feel comfortable
    • Maintaining conference rooms, prepare for client meetings (set-up and clean-up, refreshments, etc.) and pick up lunches when necessary
    • Distributing incoming mail, packages and faxes
    • Scheduling FedEx/courier pick-ups
    • Creating labels for new job folders
    • Mailing invoices and various other correspondence
    • Updating/editting calendar entries and schedule internal/client meetings
    • Purchasing office supplies
    • Coordinating travel arrangements
    • Providing client services as directed and keeping team advised of emerging problems
    • Producing and assemble materials for creative team, when necessary
    • Assisting in tracking time entries for 1 to 2 senior executives
    • Assuring the general cleanliness of the office space during the day
  • Perform various administrative tasks such as typing, filing, data entry, research, producing purchase orders, etc.
  • Maintain company contacts database.
  • Coordinate teleconferences for employees and clients.
  • Other duties as required.
General Duties:
  • Must begin work day at 8:30 am to ensure that the office is up and running.
  • Embrace the firm's culture and contribute to a fun, supportive, productive and energetic workplace.
  • Participate in firm cross-training exercises and internal professional development retreats and programs.
  • Work diligently and ethically toward the achievement of the firm's mission and vision statement.
  • Complete timely and accurate timesheets.
  • Abide by and adhering to all employee policies as detailed in employee manual.
  • Other duties as required, such as performing various duties in the absence of the manager, quality/hospitality.
  • Have fun, make money.
Job Requirements:
  • College degree preferred.
  • 2-3 years professional experience in an office setting.
  • Proficient in Microsoft Word, Excel and Google applications.
  • Ability to write concisely with clarity.
  • Ability to lift and carry objects up to 20 pounds.
  • Supportive, professional, honest, quality minded and friendly.
  • Keen sense of entrepreneurship.
  • An appreciation for branding, marketing and good communications.

Our culture rewards:
  • Energy, creativity and enthusiasm
  • Ability to work autonomously or in groups
  • Team based leadership
  • A good sense of humor
  • A passionate commitment to serve clients, co-workers and community
  • Loyalty and integrity

Sorry – no relocation or visa sponsorship available.

This is a full time position

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