Executive Assistant & Reception Coordinator

Midway Auto Group; Los Angeles (CA); On-site; USD 33,000 - 43,000; Full time

Benefits offered by this job

Medical, Dental, and Vision benefits

401K matching

Employee Stock Ownership Program

Wellness Program

Metro Card reimbursement

Onsite Yoga

Paid vacation and sick days

Paid holidays

Job summary

Westlake Services, LLC is seeking an Executive Assistant & Reception Coordinator to provide high-level administrative support to the Director of Operations and to serve as the first welcome for employees, clients, vendors, and visitors. The role combines EA responsibilities with front-office coordination in a fast-paced environment.

The ideal candidate is highly organized, discreet, and capable of managing competing priorities while maintaining professionalism.

Qualifications

• 1–2 years of experience in executive assistance or reception.
• Excellent written and verbal communication.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Proficient with Microsoft Office.
• Professional demeanor and discretion with confidential information.

Responsibilities

• Provide comprehensive administrative support to executive leadership.
• Manage executive calendars and scheduling priorities.
• Coordinate internal and external meetings, agendas, materials, rooms, and technology.
• Arrange business travel as needed.
• Assist with expense reports, invoices, purchasing, and other administrative tasks.
• Screen and prioritize phone calls, emails, requests, and correspondence.
• Serve as liaison between executives, employees, clients, vendors, and other stakeholders.
• Track follow-up items, deadlines, and action items to ensure commitments are met.
• Serve as the primary greeter and first point of welcome for visitors, clients, and vendors.
• Answer and direct incoming calls professionally.
• Welcome guests and notify appropriate employees of arrivals.
• Maintain a clean, organized reception and lobby area.
• Coordinate visitor access, meeting room reservations, and guest logistics.
• Receive, sort, and distribute mail, packages, and deliveries.
• Provide a welcoming experience for employees, clients, and guests.
• Coordinate with vendors and service providers as needed.
• Perform other duties and special projects as assigned.

Skills

Communication

Organizational skills

Calendar management

Microsoft Office

Tools

Microsoft Office

Job description

Westlake Services, LLC. | Corporate Office
Los Angeles, CA 90010, USA

Description

Executive Assistant & Reception Coordinator
Reports To: Director of Operations
Onsite, in-office, Los Angeles, CA

Position Summary

The Executive Assistant & Reception Coordinator provides high-level administrative and organizational support to executive leadership while serving as the first point of welcome for employees, clients, vendors, and visitors.

This position combines traditional executive assistant responsibilities with front-office coordination. The ideal candidate is highly organized, professional, personable, discreet, and able to effectively manage competing priorities in a fast-paced environment.

Essential Duties and Responsibilities

Executive Support

• Provide comprehensive administrative support to executive leadership.
• Manage executive calendars including meeting preparation and scheduling priorities.
• Coordinate internal and external meetings when needed, including preparation of agendas, materials, conference rooms, and technology.
• Arrange business travel as needed.
• Assist with expense reports, invoices, purchasing, and other administrative tasks.
• Maintain confidential executive and company information with a high degree of discretion.
• Screen and prioritize phone calls, emails, requests, and correspondence.
• Serve as a liaison between executives, employees, clients, vendors, and other stakeholders.
• Track follow-up items, deadlines, and action items to help ensure commitments are completed.

Reception & Front Office

• Serve as the primary greeter and first point of welcome for visitors, clients, and vendors.
• Answer, screen, and direct incoming telephone calls in a professional and courteous manner.
• Welcome guests and notify appropriate employees of arrivals.
• Maintain a clean, organized, and professional reception and lobby area.
• Coordinate visitor access, meeting room reservations, and guest logistics.
• Receive, sort, and distribute mail, packages, and deliveries.
• Provide a professional and welcoming experience for employees, clients, and guests.
• Coordinate with vendors and service providers as needed.
• Perform other duties and special projects as assigned.

Qualifications

• 1-2 years of experience in executive assistance, administrative support, reception, office coordination, or a related role preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple priorities and meet deadlines.
• Strong interpersonal skills and a polished, professional demeanor.
• Demonstrated ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Office.
• Ability to exercise sound judgment and work independently.
• Reliable, punctual, and adaptable.

Education

What’s our Pay rate?

• $24.00-$31.25 per hour
• The exact starting compensation to be offered will be determined at the time of selecting an applicant for hire and will be dependent on a wide range of factors, including but not limited to geographic location, skill set, experience, education, credentials, and licensure when applicable.

BENEFITS

• Medical, Dental, and Vision benefits
• Life Insurance, Flexible Spending Account
• 401K matching
• Employee Stock Ownership Program plus company matching
• Wellness Program, Daily Team Exercises
• Metro Tap Card and Metro-link Reimbursement
• Discounts on Parks, Museums, Movie Tickets, and Attractions
• AT&T Wireless Discounts
• Onsite Yoga
• Annual Flu Shots
• Paid Vacations Days
• Paid Sick days
• Paid holidays
• HGym
• Rental Car Discounts
• Dell Member Purchase Program

ACKNOWLEDGMENTS

We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.
We are an equal opportunity employer and do not unlawfully discriminate in employment. No question on this application is used for the purpose of limiting or excluding any applicant from consideration for employment on a basis prohibited by local, state, or federal law. Equal access to employment, services, and programs is available to all persons. Those applicants requiring reasonable accommodation to the application and/or interview process should notify a representative of the organization.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.