Administrative Assistant

UDT; Florida; On-site; USD 42,000 - 54,000; Full time

Job summary

UDT is seeking a professional Reception & Guest Experience specialist to join our Florida office in Miramar. You will serve as the first point of contact for visitors and support executive teams with coordination of meetings and travel arrangements.

You will maintain a welcoming reception area, assist with office events, and collaborate with cross-functional teams to ensure a smooth, professional experience for guests, employees, and partners in a fast-paced corporate environment.

Qualifications

• 3+ years of experience in administrative support, office coordination, executive support, hospitality, or reception.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word
• Willingness to use AI software to streamline workflow
• Excellent organizational, communication, and customer service skills.
• Strong attention to detail and ability to manage multiple priorities.
• Professional presence and polished communication style.
• Ability to maintain discretion and exercise sound judgment.

Responsibilities

• Serve as the first point of contact for all visitors entering the office.
• Greeting and welcome guests, customers, vendors, and business partners with professionalism and enthusiasm.
• Notify employees of visitor arrivals and coordinate guest check-in procedures.
• Direct visitors to meeting spaces and ensure a seamless arrival experience.
• Maintain a clean, organized, and welcoming reception and lobby area.
• Receive packages, and deliveries and direct them to appropriate area.
• Support executive visits, customer meetings, and VIP events by ensuring meeting spaces are prepared and guest needs are anticipated.
• Assist Executive Assistant with providing day-to-day administrative support for members of the Executive Leadership Team.
• Assist with meeting coordination, conference room scheduling, and executive logistics
• Assist with travel arrangements, hotel reservations, transportation, and itinerary coordination.
• Help Support executive team events, Quarterly Business Reviews (QBRs), Sales Kickoffs (SKOs), leadership meetings, and company initiatives.
• Coordinate meal orders, refreshments, and meeting support logistics.
• Serve as a resource for employees requiring administrative assistance.
• Assist with office events.
• Act as a dependable resource during periods of increased executive and administrative demand.

Skills

Customer service

Communication

Organization

Teamwork

Tools

Microsoft 365

AI software

Job description

UDT is a national technology solutions provider that modernizes, connects, secures, and manages technology environments for commercial enterprises, state and local governments, and educational institutions. The trusted advisor to many of the nation’s top K-12 school districts and corporate leaders across a spectrum of industries including hospitality, health care, financial services and more – UDT offers one of the most robust suites of customizable, end-to-end technology solutions in the industry. With a portfolio that spans IT managed services, endpoint lifecycle solutions, cybersecurity, networking, computing, cloud, connectivity, and voice services, UDT helps clients align technology with their most important business priorities – empowering insight-driven IT strategies that accelerate innovation, streamline costs, and reduce risk. Founded in 1995 and headquartered in Miramar, Florida, UDT has more than 400 professionals nationwide and growing operational facilities in Florida, Tennessee, Texas, and South Carolina. For more information, visit udtonline.com.

This position is in the office, and must be located within driving distance of Miramar, FL.

Responsibilities:

This role helps create a positive experience for everyone who interacts with UDT, from executive leaders and employees to customers, partners, and visitors. By delivering outstanding administrative support and exceptional hospitality, this individual plays an important part in helping our teams stay focused, connected, and successful.

Reception & Guest Experience

• Serve as the first point of contact for all visitors entering the office.
• Greeting and welcome guests, customers, vendors, and business partners with professionalism and enthusiasm.
• Notify employees of visitor arrivals and coordinate guest check-in procedures.
• Direct visitors to meeting spaces and ensure a seamless arrival experience.
• Maintain a clean, organized, and welcoming reception and lobby area.
• Receive packages, and deliveries and direct them to appropriate area.
• Support executive visits, customer meetings, and VIP events by ensuring meeting spaces are prepared and guest needs are anticipated.

Office & Administrative Operations

• Assist Executive Assistant with providing day-to-day administrative support for members of the Executive Leadership Team.
• Assist with meeting coordination, conference room scheduling, and executive logistics
• Assist with travel arrangements, hotel reservations, transportation, and itinerary coordination.
• Help Support executive team events, Quarterly Business Reviews (QBRs), Sales Kickoffs (SKOs), leadership meetings, and company initiatives.
• Coordinate meal orders, refreshments, and meeting support logistics.
• Serve as a resource for employees requiring administrative assistance.
• Assist with office events.
• Act as a dependable resource during periods of increased executive and administrative demand.

What Makes You Successful

• You enjoy helping others and take pride in delivering exceptional service.
• You anticipate needs before they become issues.
• You stay organized and composed while managing multiple priorities.
• You communicate professionally and confidently with executives, employees, customers, and partners.
• You take ownership of tasks and consistently follow through.
• You thrive in a team environment and are willing to jump in wherever needed.
• You represent UDT with professionalism, positivity, and integrity.

Qualifications

Required

• 3+ years of experience in administrative support, office coordination, executive support, hospitality, or reception.
• Strong proficiency with Microsoft 365, including Outlook, Teams, Word
• Willingness to use AI software to streamline workflow
• Excellent organizational, communication, and customer service skills.
• Strong attention to detail and ability to manage multiple priorities.
• Professional presence and polished communication style.
• Ability to maintain discretion and exercise sound judgment.

Desired but not required:

• Experience supporting senior leaders or executive teams.
• Experience coordinating meetings, events, travel, and hospitality.
• Experience working in a corporate office environment.

What UDT offers you

We offer a competitive compensation package where you’ll be rewarded based on your performance and recognized for the value you bring to the organization. UDT’s Total Rewards package includes medical, dental, vision, life and disability coverage as of the 1st of the month, health savings accounts, flexible savings accounts, 401(k) plan with company match, 7 annual holidays and unlimited paid time off options.

Join us and be part of an inclusive, energizing, and collaborative environment. UDT is an Equal Opportunity Employer who is committed to workforce diversity. Qualified applicants will receive consideration without regard to age, race, color, religion, sex, sexual orientation, disability, or national origin. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Employment is contingent upon successful completion of background and pre-employment drug screen. UDT is not currently hiring individuals for this position who now or in the future require sponsorship for employment visa status