Executive Office Coordinator & Reception Lead

Jobtailor; San Diego (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Jobtailor in San Diego, CA seeks an organized receptionist to be the first point of contact for visitors and callers. You will maintain a welcoming office, handle mail, coordinate meetings, and support multiple departments with routine admin tasks.

Ideal candidates have strong communication skills, meticulous attention to detail, and the ability to manage calendars and confidential information. On-site role with opportunities to contribute across HR and operations.

Qualifications

• High school diploma or equivalent.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Professional and welcoming demeanor.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple responsibilities.
• Ability to work independently and follow through on tasks.
• Basic proficiency with computers and standard office technology.
• Ability to maintain confidentiality and exercise professional discretion.
• Reliable attendance and punctuality.
• Previous administrative, receptionist, office assistant, customer service, or related experience preferred.
• Previous healthcare or professional office experience preferred.
• Experience with Google Workspace preferred.
• Experience managing a front desk or reception area preferred.
• Familiarity with HIPAA or handling confidential information preferred.
• Experience supporting multiple departments or leadership preferred.
• Successful completion of a background check

Responsibilities

• Serve as the primary point of contact for office visitors.
• Greet and assist visitors professionally.
• Answer, screen, and route incoming telephone calls.
• Receive and distribute mail, packages, deliveries, and correspondence.
• Maintain a professional, organized, and welcoming reception and office environment.
• Coordinate visitor access and notify appropriate staff of arrivals.
• Provide day-to-day administrative support to leadership and departments.
• Prepare, format, organize, scan, copy, and file documents.
• Draft routine emails, correspondence, and administrative communications.
• Assist with data entry, spreadsheets, reports, and administrative records.
• Maintain electronic and physical filing systems.
• Assist with scheduling meetings, appointments, and conference rooms.
• Maintain calendars and provide scheduling support.
• Track administrative requests and follow up on outstanding items.
• Assist with special projects and administrative assignments.
• Monitor office supplies, coordinate orders, and maintain inventory.
• Assist with printer, copier, mailing, and basic office equipment needs.
• Coordinate with vendors, building management, maintenance personnel, and service providers.
• Maintain conference rooms, shared spaces, and administrative areas.
• Assist with meeting, training, interview, and office-event preparation and cleanup.
• Monitor designated office email inboxes and communication channels.
• Route requests and draft routine responses.
• Maintain confidentiality of employee, member, financial, and organizational information.
• Maintain forms, templates, administrative logs, and tracking spreadsheets.
• Provide administrative assistance to leadership and office-based staff.
• Assist with interviews, meetings, trainings, employee activities, and new-hire office setup.
• Provide general administrative support to HR, Operations, and other departments.
• Proactively identify supply, organization, and administrative issues and follow tasks through completion

Skills

Organizational skills

Time management

Verbal communication

Written communication

Professional demeanor

Attention to detail

Multitasking

Independence

Discretion confidentiality

Reliability

Experience with Google Workspace

Education

High school diploma or equivalent

Tools

Google Workspace

Job description

Jobtailor in San Diego, CA seeks an organized receptionist to be the first point of contact for visitors and callers. You will maintain a welcoming office, handle mail, coordinate meetings, and support multiple departments with routine admin tasks.

Ideal candidates have strong communication skills, meticulous attention to detail, and the ability to manage calendars and confidential information. On-site role with opportunities to contribute across HR and operations.