Executive Office & Facilities Coordinator

DN LLC; Wakefield (MA); On-site; USD 41,000 - 52,000; Full time

Benefits offered by this job

401(k) match

Medical coverage

Dental coverage

Vision coverage

Flexible Spending Account

Life insurance

Paid time off

Half-day Fridays

Parental leave

EAP

Tuition reimbursement

Gym reimbursement

Career growth

Job summary

DN LLC in Wakefield, MA is seeking a detail-oriented Reception & Administrative Specialist to support daily office operations. You will warmly welcome visitors, screen calls, manage sign-ins, and handle mail distribution, ensuring a professional front-desk presence.

Responsibilities include coordinating office supplies, budgets, travel arrangements, meetings, and PowerPoint materials for regional leadership teams. Strong organizational and communication skills are essential for success.

Qualifications

• 3–5 years of experience in office administration, executive support, or related field.
• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Strong organizational and time-management skills with attention to detail.
• Experience coordinating meetings, events, travel, and related logistics.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Welcome visitors, clients, and vendors in a professional and friendly manner.
• Answer, screen, and direct incoming telephone calls and inquiries.
• Manage visitor sign-in procedures and notify employees of guest arrivals.
• Receive, sort, and distribute incoming mail and packages.
• Manage inventory and ordering of office, kitchen, breakroom, restroom, cleaning, and shipping supplies.
• Maintain postage equipment and office resources.
• Ensure common areas, conference rooms, kitchens, and shared spaces are organized, stocked, and presentable.
• Coordinate office meals, catering, employee hospitality, and workplace events.
• Administer office budgets by tracking expenditures, reconciling invoices, monitoring spending against budget, and identifying variances to support effective financial planning and fiscal accountability.
• Coordinate travel accommodations, including hotel recommendations and lodging arrangements for regional leaders and visitors.
• Support the Regional Leadership Team (RLT), Regional Giving Committee (RGC), Events Committee, and other company meetings by coordinating meeting logistics, preparing PowerPoint presentations and materials, and documenting follow-up actions as needed.
• Prepare and maintain quarterly update PowerPoint presentations
• Provide administrative support for regional initiatives, special projects, and day-to-day operational requests.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Professionalism

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

DN LLC in Wakefield, MA is seeking a detail-oriented Reception & Administrative Specialist to support daily office operations. You will warmly welcome visitors, screen calls, manage sign-ins, and handle mail distribution, ensuring a professional front-desk presence.

Responsibilities include coordinating office supplies, budgets, travel arrangements, meetings, and PowerPoint materials for regional leadership teams. Strong organizational and communication skills are essential for success.