Executive Assistant & Reception Coordinator

Hankey Group External•Los Angeles, CA

4d•Onsite

About The Position

The Executive Assistant & Reception Coordinator provides high-level administrative and organizational support to executive leadership while serving as the first point of welcome for employees, clients, vendors, and visitors. This position combines traditional executive assistant responsibilities with front-office coordination. The ideal candidate is highly organized, professional, personable, discreet, and able to effectively manage competing priorities in a fast-paced environment.

Requirements

Excellent written and verbal communication skills.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple priorities and meet deadlines.
Strong interpersonal skills and a polished, professional demeanor.
Demonstrated ability to handle confidential and sensitive information appropriately.
Proficiency with Microsoft Office.
Ability to exercise sound judgment and work independently.
Reliable, punctual, and adaptable.

Nice To Haves

1-2 years of experience in executive assistance, administrative support, reception, office coordination, or a related role preferred.
Bi-lingual Spanish preferred.

Responsibilities

Provide comprehensive administrative support to executive leadership.
Manage executive calendars including meeting preparation and scheduling priorities.
Coordinate internal and external meetings when needed, including preparation of agendas, materials, conference rooms, and technology.
Arrange business travel as needed.
Assist with expense reports, invoices, purchasing, and other administrative tasks.
Maintain confidential executive and company information with a high degree of discretion.
Screen and prioritize phone calls, emails, requests, and correspondence.
Serve as a liaison between executives, employees, clients, vendors, and other stakeholders.
Track follow-up items, deadlines, and action items to help ensure commitments are completed.
Serve as the primary greeter and first point of welcome for visitors, clients, and vendors.
Answer, screen, and direct incoming telephone calls in a professional and courteous manner.
Welcome guests and notify appropriate employees of arrivals.
Maintain a clean, organized, and professional reception and lobby area.
Coordinate visitor access, meeting room reservations, and guest logistics.
Receive, sort, and distribute mail, packages, and deliveries.
Provide a professional and welcoming experience for employees, clients, and guests.
Coordinate with vendors and service providers as needed.
Perform other duties and special projects as assigned.