Front Desk Administrative Assistant

Hunt-EAS; Town of Horseheads (NY); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Paid holidays

PTO

Health insurance

Dental insurance

Vision insurance

FSA/HSA

Life insurance

401(k) plan

Continuing education

Job summary

HUNT-EAS is seeking a highly organized Front Desk Administrative Assistant to support daily office operations at our Horseheads, NY office. This team member will serve as the first point of contact for visitors and incoming calls while providing essential administrative support to employees across the firm.

The ideal candidate is personable, detail-oriented, and comfortable managing multiple priorities in a collaborative office environment. Standard hours are Monday through Friday, 8:00 a.m.

Qualifications

• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong verbal and written communication, with a professional demeanor.
• Excellent organizational and detail-oriented skills.
• Ability to multitask and meet deadlines.
• Able to work independently while contributing to a team.

Responsibilities

• Greet visitors and route calls to the appropriate staff.
• Provide building access for interviews and meetings.
• Process purchase orders and coordinate with Accounting.
• Manage office supplies and keep shared spaces tidy.
• Coordinate conference room scheduling.
• Handle mail and deliveries (USPS, UPS, FedEx).
• Prepare reports, memos, emails, and meeting minutes.
• Maintain filing systems and coordinate document retrieval.
• Operate office equipment and manage copying/printing.
• Assist with marketing materials and proposals.
• Arrange travel and meeting logistics.
• Perform general administrative duties as needed.

Skills

MS Office

Verbal communication

Written communication

Organization

Time management

Independent worker

Job description

About the Role

HUNT-EAS is seeking a highly organized and professional Front Desk Administrative Assistant to support daily office operations at our Horseheads, NY office. This team member will serve as the first point of contact for visitors and incoming calls while providing essential administrative support to employees across the firm.

The ideal candidate is personable, detail-oriented, and comfortable managing multiple priorities in a collaborative office environment. This role requires dependable availability during standard business hours to ensure front desk coverage and provide building access for scheduled interviews, meetings, and other visitors as needed.

Standard office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Key Responsibilities

• Greet visitors, manage incoming phone calls, and direct individuals to the appropriate employees or departments.
• Provide building access for visitors attending scheduled interviews, meetings, and other office appointments.
• Process purchase orders for approval, maintain tracking logs, and coordinate with the Accounting Department.
• Manage office supply inventory, kitchen supplies, equipment, and general tidiness of shared spaces.
• Coordinate conference room scheduling and help ensure meeting spaces are prepared and maintained.
• Process incoming and outgoing mail, including USPS, UPS, FedEx, interoffice mail, and branch office deliveries.
• Prepare, type, and format reports, tables, letters, memos, emails, meeting minutes, and other business documents.
• Maintain paper and electronic filing systems, including database entry, document retrieval, and archiving in coordination with other administrative staff.
• Operate office equipment and coordinate copying, distribution, and appropriate charging of materials.
• Provide support with the preparation of marketing materials, proposals, and other business development documents.
• Support routine paperwork, travel arrangements, and meeting coordination.
• Perform other administrative and clerical duties as needed to support daily office operations.

Qualifications

• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook.
• Strong verbal and written communication skills, with a professional and courteous approach to interacting with visitors, employees, and outside contacts.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Ability to work independently while contributing to a collaborative team environment.
• Ability to learn and follow company policies, procedures, and established office processes.
• Ability to operate standard office equipment and learn new office technology as needed.
• Dependable, self-motivated, and proactive in identifying and addressing day-to-day office needs.

Benefits

• Paid Holidays
• PTO
• Health, Dental, & Vision Insurance
• FSA/HSA
• Life Insurance
• 401(k) Plan
• Continuing Education Support

HUNT is an Equal Opportunity Employer (EOE). Salary commensurate with experience and qualifications.