Receptionist

AP Executive Staffing; Town of Amherst (NY); On-site; USD 60,000 - 85,000; Full time

Job summary

AP Executive Staffing is partnering with a Western New York employer to hire an Executive Administrative Assistant / Receptionist. You will greet visitors, support executives, manage calendars, and coordinate meetings with professionalism and discretion.

The ideal candidate has 5+ years of executive admin experience, excellent communication, and strong MS Office skills. This role emphasizes accuracy, confidentiality, and superior visitor experience in a fast-paced office.

Qualifications

• 5+ years of executive administrative support experience.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Greet employees, guests and visitors; manage registration and badges.
• Support executive leadership; coordinate calendars, meetings, and video calls.
• Prepare correspondence, reports, materials and minutes.
• Maintain filing systems and confidential records; assist with projects.
• Coordinate on-site and off-site meetings and events; arrange logistics.
• Oversee office services: supplies, invoices, expense reports.

Skills

Executive support

Calendar management

Communication

Discretion

Microsoft Office

Customer service mindset

Education

Associate's or Bachelor's degree

Tools

Concur

Job description

AP Executive Staffing is partnering with a well-established Western New York employer to hire an experienced Executive Administrative Assistant / Receptionist. This is an excellent opportunity for a polished administrative professional who enjoys supporting executive leadership while serving as the welcoming face of an organization.

What You'll Do

Reception & Visitor Experience

• Greet and assist employees, guests, and visitors in a warm, professional manner.
• Manage visitor registration and temporary badge processes.
• Answer incoming calls and handle mail and email correspondence.
• Create a positive first impression for everyone entering the office.

Executive & Administrative Support

• Provide administrative support to executive leadership and office services.
• Coordinate calendars, meetings, appointments, and video conferences.
• Prepare correspondence, reports, presentations, meeting materials, and meeting minutes.
• Maintain filing systems, databases, and confidential records.
• Assist with special projects and departmental initiatives.

Meeting & Event Coordination

• Coordinate on-site and off-site meetings, company events, and visitor schedules.
• Arrange catering, room setup, and attendee logistics.
• Partner with internal departments to ensure successful event execution.

Office Services

• Manage office supply inventory and ordering.
• Process invoices, purchase orders, and expense reports.
• Support business card orders, trade show badges, company vehicle reservations, and other office service activities.
• Provide reception and office services coverage as needed.

What We're Looking For

• 5+ years of executive administrative support experience
• Strong organizational skills with exceptional attention to detail
• Excellent verbal and written communication skills
• Ability to handle confidential information with professionalism and discretion
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Ability to manage multiple priorities in a fast-paced environment
• Strong interpersonal skills and a customer-service mindset

Preferred Qualifications

• Associate's or Bachelor's degree
• Experience coordinating meetings and company events
• Experience processing expense reports (Concur experience is a plus)
• Notary Public certification or willingness to become certified