Executive Assistant & Front Desk Coordinator

Network Firms; Santa Monica (CA); On-site; USD 45,000 - 55,000; Full time

Job summary

Provident Financial Management is seeking a Front Desk Receptionist to support daily operations in our Santa Monica office. You will answer calls, greet visitors, manage mail, and assist with invoices and scheduling in a fast-paced, client-focused environment.

The ideal candidate has 2+ years of admin/front desk experience and strong MS Office skills (Outlook, Word, Excel, Teams). You will maintain confidentiality and handle multiple tasks with precision during standard hours 8:00 a.m.

Qualifications

• 2+ years of administrative/front desk experience in a professional services environment preferred
• Intermediate to advanced proficiency in Microsoft Outlook, Word, Excel, and Teams
• Excellent organizational and time management skills with the ability to prioritize competing responsibilities
• Strong verbal and written communication skills
• High attention to detail and accuracy
• Ability to exercise sound judgment and maintain strict confidentiality
• Comfortable working in a fast-paced environment with changing priorities
• Professional demeanor with strong interpersonal skills and the ability to work effectively with individuals across all levels of the organization

Responsibilities

• Answer the telephone in an appropriate fashion, refer calls to the proper staff and take messages when necessary
• Assist with the sorting and opening of daily mail
• Assist with the scanning and payment of invoices in Agillink
• Assist supervisor in resolving equipment and building problems, using the building on-line ticketing system
• Maintain the company phone lists and client lists in excel
• Maintain the reception, conference rooms and lunchroom in an orderly manner and keep supplies stocked as needed
• Open the front desk in the morning and cleaning up and closing the office in the evening
• Process invoices
• Maintain the scheduling for all conference room and post meetings in outlook
• Receive deliveries and notify staff of deliveries received
• Screen visitors, telephone calls and incoming mail
• Manage parking passes for visitors

Skills

Verbal communication

Written communication

Time management

Discretion/Confidentiality

Organizational skills

Interpersonal skills

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft Teams

Agillink

Job description

Provident Financial Management is seeking a Front Desk Receptionist to support daily operations in our Santa Monica office. You will answer calls, greet visitors, manage mail, and assist with invoices and scheduling in a fast-paced, client-focused environment.

The ideal candidate has 2+ years of admin/front desk experience and strong MS Office skills (Outlook, Word, Excel, Teams). You will maintain confidentiality and handle multiple tasks with precision during standard hours 8:00 a.m.