PART TIME- Administrative Support Receptionist

Aston Carter•Trenton, MI

1d•$24 - $24•Onsite

About The Position

The Administrative Support Receptionist provides high-level administrative and executive support in a professional, friendly, and welcoming manner. This role requires a flexible and resilient individual who exercises sound judgment, maintains strict confidentiality with sensitive business and personal information, and communicates effectively with senior leaders across global time zones. The position involves managing complex calendars and travel arrangements, coordinating meetings and events, and ensuring the executive remains organized and prepared. The ideal candidate works independently, delivers high-quality results, adapts quickly to change, and demonstrates strong problem-solving, time management, and data management skills while building effective relationships with other assistants, executive leaders, and operations partners.

Requirements

High proficiency in Microsoft Office / Microsoft 365 Suite, including Outlook, Word, Excel, and PowerPoint.
Strong administrative support experience, including calendar management, data entry, and office administration.
Demonstrated ability to manage executive-level calendars and complex scheduling across multiple time zones.
Proven experience coordinating travel arrangements and managing detailed itineraries.
Exceptional verbal and written communication skills, with the ability to interact professionally with senior leaders and stakeholders.
Strong time management and organizational skills, with the ability to prioritize and support multiple assignments simultaneously.
High level of integrity and discretion in handling highly confidential business and personal information.
Ability to work independently with minimal supervision while maintaining a high standard of quality.
Comfort interacting with all levels of the organization, from executive leadership to individual contributors.
Responsiveness and a self-starter mindset, with the ability to take initiative in resolving issues or concerns.
Detail-oriented approach with a focus on accuracy in documentation, scheduling, and communication.
Willingness and flexibility to support across all North America time zones.

Nice To Haves

Excellent writing, editing, and proofreading skills for reports, correspondence, and presentations.
Ability to learn new software systems, products, and cloud tools with ease.
Experience in executive support and office management within a professional environment.
Ability to work collegially and collaboratively within a team environment, including open-concept office areas.
Strong problem-solving skills, with the ability to anticipate needs and proactively address issues.
Positive attitude toward change and a willingness to learn about the broader business beyond core responsibilities.
Experience coordinating meetings and events, including staff meetings, all-hands sessions, off-sites, and team gatherings.
Comfort working with virtual meeting technologies and supporting remote attendees.
Any relevant administrative, business, or office management education or training is beneficial (qualification details to be determined).

Responsibilities

Manage the executive’s calendar and correspondence, including scheduling meetings, resolving conflicts in a timely manner, and keeping the executive informed of changes and updates.
Maintain, organize, and archive Outlook calendars, communications, and folders in alignment with company records and retention schedules to keep the executive well-organized.
Sort, screen, and distribute incoming and outgoing mail for the executive, highlighting information of interest and curating relevant reading materials as needed.
Optimize and coordinate travel arrangements, including transportation, accommodations, agendas, and visa/passport requirements, while managing complex itineraries and related changes.
Prepare and submit related expense reports for travel and other business activities in a timely and accurate manner.
Assist the executive in preparing for meetings by preparing and obtaining materials in advance, distributing documents, and ensuring the executive stays on schedule.
Coordinate support for virtual attendees and manage technology, media needs, and other logistics for meetings and events.
Screen incoming calls and respond to emails as needed, using good judgment to determine priority and appropriate responses.
Greet and assist planned guests and manage unannounced visitors in a professional, friendly, and welcoming manner.
Coordinate and manage meetings and events such as staff meetings, all-hands meetings, off-sites, and team gatherings, including calendars, communications, technology, office space, logistics, and follow-up activities.
Prepare, update, and organize information for inclusion in reports, correspondence, presentations, budgets, and other documents, ensuring accuracy and proper formatting.
Edit documents for accuracy, format, and arrangement of material to support clear and professional communication.
Coordinate employee skip-level meetings and other interactions between executives and employees when appropriate.
Assist with special projects as needed, demonstrating initiative and a willingness to learn about the business beyond day-to-day activities.
Develop working relationships with other assistants, executive leaders, and operations partners to support effective collaboration across the organization.
Maintain a high level of integrity and discretion when handling confidential and sensitive information.
Prioritize tasks effectively, complete assignments in a timely manner, and maintain a high standard for delivering quality results.
Adapt to changes with a positive attitude and demonstrate a self-motivated approach to learning new responsibilities and tools.