СШАFront Desk Admin / Executive Assistant
1 нед. назад
55k–70k USD / годСШАOnsite
calendar managementtravel bookingexpense reportinginvoice processing
Provide front desk administration and executive assistant support including office management, vendor coordination, and CEO support.
Требования
- • Highly organized with strong attention to detail
- • Comfortable context-switching between people-facing and confidential executive tasks
- • Proactive — anticipates needs before being asked
- • Discreet and trustworthy with sensitive information
- • Strong communication skills, both written and verbal
- • Prior experience in office administration and/or executive assistance preferred
- • Comfortable in a fast-paced, ambiguous startup environment where responsibilities shift
- We are not accepting resumes from third-party vendors or agency recruiters representing candidates. Direct Applicants Only.
Другое
- • Greet visitors, candidates, and guests; manage sign-in and badge/access processes
- • Answer and route incoming calls, emails, and general inquiries
- • Maintain a clean, organized, and welcoming office/reception area
- • Order and stock office supplies, snacks, and food (daily lunches, team events, kitchen restocking)
- • Manage vendor relationships (cleaning, IT, catering, office supplies, maintenance) — sourcing quotes, scheduling service, tracking contracts/renewals
- • Coordinate office repairs and facilities issues (HVAC, plumbing, furniture, equipment)
- • Manage mail, packages, and shipping/receiving
- • Support Finance with basic tasks: processing invoices, tracking receipts, expense coding, petty cash reconciliation, assisting with vendor payments
- • Maintain office supply and vendor budgets; flag overspend
- • Coordinate office access, keys/badges, and security procedures
- • Support onboarding logistics for new hires (desk setup, equipment, welcome kits)
- • Help plan and set up internal events, team lunches, offsites, and celebrations
- • Manage CEO's calendar — scheduling meetings, resolving conflicts, prioritizing time
- • Book domestic/international travel (flights, hotels, ground transportation) and build itineraries
- • Prepare and submit expense reports; reconcile receipts and corporate card statements
- • Screen and prioritize CEO's email/communications as needed
- • Prepare materials for meetings, board meetings, or investor calls (agendas, printouts, follow-ups)
- • Coordinate with external parties (investors, partners, candidates) on behalf of the CEO
- • Track action items and follow up on deadlines for the CEO
- • Handle confidential information with discretion
- • HR-adjacent support: scheduling interviews, coordinating offer letter logistics, maintaining employee records, birthday/anniversary recognition
- • Culture & engagement: organizing all-hands meetings, happy hours, holiday parties, swag ordering
- • Facilities/lease admin: point of contact for landlord or building management, badge access for new employees
- • Light IT support coordination: liaising with an IT vendor for laptop setup, software licenses, or troubleshooting tickets
- • Travel policy point-person: maintaining the company's travel/expense policy and answering employee questions
- • Board meeting logistics: scheduling, catering, materials prep, room setup (in-office or virtual)
- • New hire equipment procurement: ordering laptops/monitors, tracking company asset inventory
- • Compliance/documentation support: maintaining W-9s, vendor contracts, insurance certificates in an organized filing system
- • Backup for other admin gaps: general “glue” role — answering ad hoc requests across departments