Executive Admin & Guest Experience Specialist

Ivoclar; Audubon Industrial Park (NY); On-site; USD 33,000 - 43,000; Full time

Job summary

Ivoclar is seeking a highly organized, professional, and customer-focused Executive Administrative Assistant / Receptionist to serve as the first point of contact for visitors, customers and others. In this role, you will provide administrative support while ensuring the smooth day-to-day operation of the reception area and office services functions.

The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment where exceptional service, discretion, and

Qualifications

• Minimum of 5 years of executive administrative support experience.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Reception & Visitor Experience: Greet, direct, and assist visitors; maintain a positive first impression; handle calls, mail, and email professionally.
• Administrative Support: Support the Executive Team and Office Services; coordinate meetings and video conferences; prepare materials and minutes; maintain filing systems.
• General duties: Manage calendars, assist with special projects, and ensure smooth day-to-day office operations.

Skills

Strong organizational & multitasking

Verbal and written communication

Confidentiality & sound judgment

MS Office proficiency (Outlook, Word,

Interpersonal skills across levels

Education

Bachelor's or Associate's degree

Tools

Microsoft Office Suite

Job description

Ivoclar is seeking a highly organized, professional, and customer-focused Executive Administrative Assistant / Receptionist to serve as the first point of contact for visitors, customers and others. In this role, you will provide administrative support while ensuring the smooth day-to-day operation of the reception area and office services functions.

The ideal candidate is proactive, detail-oriented, and thrives in a fast-paced environment where exceptional service, discretion, and