Receptionist/Administrative Assistant
Role Overview
We are seeking an organized, service-focused Administrative Assistant & Front Office Coordinator to help keep daily office operations running smoothly. This cross-functional role includes reception, office administration, purchasing, accounts payable, event scheduling, communications. The ideal candidate is proactive, detail-oriented, discreet, and comfortable balancing changing priorities in a fast-paced environment. Full time 30 to 40 hours.
Key Skills for This Role
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About the Role
We are seeking an organized, service-focused Administrative Assistant & Front Office Coordinator to help keep daily office operations running smoothly. This cross-functional role includes reception, office administration, purchasing, accounts payable, event scheduling, communications. The ideal candidate is proactive, detail-oriented, discreet, and comfortable balancing changing priorities in a fast-paced environment. Full time 30 to 40 hours.
What You’ll Do
Coordinate the front office: Welcome visitors, answer and route calls and inquiries, maintain staff and department directories, escort guests, issue visitor badges, and follow established security procedures.
Support office operations: Monitor and order administrative, kitchen, copy-room, and meeting-room supplies, track deliveries, and maintain organized storage areas.
Maintain shared spaces: Prepare meeting and conference rooms, confirm that equipment and supplies are available, and help keep common areas and the executive kitchen clean, stocked, and ready for use.
Manage communications: Share weekly events and visitor information, maintain internal communication boards, and distribute organization-wide updates.
Support events: Coordinate assigned events starting with planning through setup and cleanup. This includes schedules, room preparation, catering orders, refreshments, and coordination with impacted departments.
Assist with purchasing and accounts payable: Review purchase orders for accuracy and authorization, submit vendor orders, and maintain the purchase-order log.
Provide general administrative support: Document meetings, collaborate closely with the Executive and Administrative Staff, support organization-wide initiatives, and complete other duties as assigned.
Minimum Qualifications
- High school diploma or equivalent required.
- One to two years' experience in receptionist or administrative support roles.
- Strong organizational skills with the ability to manage multiple tasks and deadlines effectively.
Preferred Qualifications
- Strong organizational skills, attention to detail, and the ability to establish priorities, meet deadlines, and adapt to shifting needs.
- Sound judgment, problem-solving ability, discretion, and a commitment to confidentiality.
- Professional written and verbal communication skills and the ability to work effectively with internal and external contacts.
- Proficiency with Microsoft Outlook and Office, familiarity with Apple and PC environments, and comfort providing light technology support.
- Ability to work independently and collaboratively as part of a team.
Physical Requirements
- Ability to lift to 40 pounds as needed.
- Ability to sit for extended periods.
Reporting Relationship
This position reports to the Director of Accounting and Administration and works closely with Executive and Administrative Staff.
About Roskamp Institute
Nonprofit biomedical research institute advancing brain-health treatments for neurological and neurodegenerative disorders in patients and communities.
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