Administrative Assistant

Insight Global; New York (NY); On-site; USD 45,000 - 55,000; Full time

Job summary

A leading staffing agency located in New York City is seeking a skilled Receptionist to manage the front-of-house visitor experience and support office operations. This role requires 4-6 years of experience in administration, excellent communication skills, and proficiency in Microsoft Office. Responsibilities include greeting guests, managing mail and packages, and assisting with scheduling and meeting room readiness. Join a collaborative environment that fosters a professional and welcoming workplace culture.

Qualifications

• 4-6 years in administration or receptionist role.
• Ability to multitask, prioritize tasks, and manage schedules.
• Strong customer service orientation.

Responsibilities

• Provide coverage of the front desk and reception area.
• Greet and check in visitors, including new hires and executive guests.
• Manage visitor logs, badges, and compliance with security procedures.
• Coordinate executive lunch deliveries in partnership with Executive Assistants.

Skills

Excellent verbal and written communication

Organizational skills

Proficiency in Microsoft Office Suite

Interpersonal skills

Attention to detail

Problem-solving skills

Education

High school diploma or GED

Tools

Microsoft Office Suite (Word, Excel)

Job description

Overview

Primary Focus: This role owns the front-of-house visitor experience, handling front-line interactions and ensuring the standards of our reception area are a perfect reflection of our client's brand and culture.

Role Expectation: This role is expected in office 5 days a week (Monday through Friday) from 9 am-5 pm ET and will be stationed at the front reception desk. This in-office role supports our office operations and helps maintain a collaborative, invested environment that fosters the unique in-person culture we are proud to have.

Responsibilities

• Provides coverage of the front desk and reception area, ensuring the front desk is staffed at all times during regular business hours (with exceptions for breaks, meal times, and occasional team meetings)
• Deliver a welcoming experience to all guests in our space. Greet and check in visitors (including new hires, interview candidates, executive guests); notify employees of their arrival.
• Manage visitor logs, badges, and compliance with security procedures
• Manage mail, packages, and courier services
• Coordinate executive lunch deliveries in partnership with the Executive Assistants
• Manage conference room booking requests and maintain conference room calendars
• Assist with scheduling, basic data entry, and document preparation
• Assist with meeting room readiness for critical meetings, as needed (e.g., board meetings, weekly alignment, key candidates, influencers/partners, etc.)
• Monitor the cleanliness and readiness of reception, core meeting rooms, and common areas (with heavy focus on areas most visited by guests)
• Stock office supplies across various office supply areas across both floors (notifying Office Experience Associate when inventory reordering is needed)
• Log small maintenance issues and communicate them to the Facilities Coordinator
• Partners with Executive Assistants to provide administrative support to our executive group, where needed (ex: lunch deliveries, document preparation, room scheduling)
• Reports facility issues to the Facilities Coordinator, escalating operational or maintenance needs
• Works closely with the Office Experience Associate and Facilities Coordinator to support events and culture-building activities, where needed

Qualifications

• 4-6 years in administration or receptionist role
• Education: High school diploma or GED
• Communication: Excellent verbal and written skills for handling calls, emails, and in-person interactions.
• Organizational Skills: Ability to multitask, prioritize tasks, manage schedules, and maintain a tidy workspace.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel), email, and familiarity with office equipment (printers, fax).
• Interpersonal Skills: Friendly, patient, empathetic, and professional demeanor, with strong customer service orientation.
• Attention to Detail: Crucial for accurate message-taking, data entry, and record-keeping.
• Problem-Solving: Resourcefulness to handle unexpected issues calmly. Professionalism: Punctuality, good attendance, and reliability.