Receptionist & Administrative Assistant

Ektello; New York (NY); On-site; USD 43,000 - 44,000; Full time

Job summary

Ektello is seeking a Receptionist / Executive Assistant in New York, NY. This onsite role combines front desk duties with high-level executive support, including calendar and travel coordination for senior leaders.

The position is a 12+ month contract with potential for extension, paying $31.60 per hour W-2 on an onsite basis. The role requires 1–3 years in similar roles, strong MS Office skills, superb communication, and professional, discreet interaction with executives.

Qualifications

• Experience: 1-3 years of front desk administration, office coordination, hospitality, customer service, or executive admin support.
• Proficiency: Hands-on experience with Microsoft Office 365.
• Communication: Exceptional verbal and written communication skills.
• Organizational Skills: Able to multitask, prioritize urgent requests, maintain discretion and confidentiality.
• Work Style: Resourceful, dependable, detail-oriented, comfortable with senior leadership and external partners.

Responsibilities

• Reception & Front Office Management: greet visitors and manage the lobby environment.
• Guest Relations: warmly welcome clients, executives, and vendors with professionalism.
• Communications: answer and direct calls and emails promptly.
• Mail & Packages: sort, distribute mail and coordinate shipments with major carriers.
• Facility Presentation: keep reception and meeting spaces tidy and presentable.

Skills

Office administration

Customer service

Microsoft Office 365

Communication

Calendar management

Tools

MS Office 365 Suite

Job description

Receptionist / Executive Assistant Location: New York, NY - (Fully Onsite) Position Type: 12 + month contract to (hire + multi-extension capability) Rate: 31.60 /hr. W2

Role Overview

The Receptionist / Executive Assistant serves as the primary face and voice of our organization. In this dual-function role, you will manage the daily front office experience to create a welcoming, professional atmosphere for guests and employees while providing critical administrative, calendar, travel, and logistics support to members of our executive team.

Key Responsibilities

• Reception & Front Office Management
• Guest Relations: Greet clients, executive guests, and vendors with warmth and professionalism, maintaining a high standard of hospitality.
• Communications: Answer, screen, and direct incoming phone calls, email inquiries, and general visitor requests in a timely manner.
• Mail & Package Distribution: Receive, sort, and distribute daily mail and deliveries; prepare and track outgoing shipments via major carriers (FedEx, UPS, DHL).
• Facility Presentation: Ensure the reception, lobby, and main meeting spaces remain tidy, organized, stocked, and fully presentable throughout the day.
• Building & Visitor Security: Manage visitor sign-in, issue access badges, and strictly enforce security and building safety protocols.
• Executive Assistant & Operational Support
• Calendar Management: Maintain complex, fast-changing executive schedules, proactively resolving calendar conflicts and coordinating meetings across multiple time zones.
• Travel Coordination: Arrange comprehensive domestic and international travel itineraries, including flights, hotel accommodations, ground transportation, and travel documentation.
• Meeting Logistics & Prep: Reserve conference rooms, configure meeting technology, assemble agendas and presentation materials, and organize guest refreshments or catered meals.
• Cross-Functional Administrative Support: Assist with ad hoc administrative projects, document prep, expense tracking support, and operational coverage across teams as required.

Qualifications & Skills Requirements

• Experience: 1-3 years of experience in front desk administration, office coordination, hospitality, customer service, or executive administrative support.
• Technical Proficiency: Hands-on experience with Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams).
• Communication: Exceptional verbal and written communication skills with a polished, approachable demeanor.
• Organizational Skills: Proven capability to multitask, prioritize high-urgency requests, manage time efficiently, and uphold strict discretion and confidentiality.
• Work Style: Resourceful, dependable, detail-oriented, and comfortable interacting with senior leadership and external executive partners.

#IND #LI-DC2