Corporate Assistant & Facilities Coordinator
About The Position
The Corporate Assistant & Facilities Coordinator serves as the face of the organization, providing exceptional customer service and administrative support to executives, employees, clients, and visitors. This role is responsible for managing front desk operations, facilities, coordinating executive support activities, and partnering with various departments to assist with strategic initiatives, special projects, and organizational programs. The ideal candidate is highly professional, organized, proactive, and capable of managing competing priorities in a fast-paced environment.
Requirements
- 3+ years of experience in executive support, office administration, reception, or project coordination.
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
- Ability to prioritize multiple projects and deadlines while maintaining attention to detail.
Responsibilities
- Serve as the primary point of contact for visitors, clients, vendors, and employees, creating a welcoming and professional experience.
- Manage reception area operations, including visitor check-in procedures, office security protocols, and meeting room coordination.
- Answer, screen, and direct incoming calls and inquiries.
- Support senior leaders with calendar management, meeting scheduling, travel arrangements, and expense reporting as needed.
- Coordinate team meetings, including logistics, catering, and room setup.
- Assist department leaders with key organizational projects and strategic initiatives.
- Coordinate project schedules, timelines, deliverables, and communications.
- Partner with Human Resources, Finance, Operations, IT, and other departments to support business priorities.
- Manage office supplies, vendor relationships, and facility-related requests.
- Coordinate company events, employee meetings, training sessions, and recognition activities.
- Support onboarding logistics for new employees, including workspace preparation and coordination with internal teams.
- Manage and oversee all Certificates of insurance
- Demonstrate professionalism, discretion, and sound judgment in all interactions.
- Act as a resource and problem-solver for employees and visitors.
- Handle incoming and outgoing mail and distribute to appropriate departments in a timely manner
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
