Executive Receptionist

FM•Boston, MA

2d•Onsite

About The Position

A highly visible, fast-paced role requiring exceptional organizational skills, discretion, and the ability to anticipate executive needs. The Executive Receptionist acts as a critical partner in supporting leadership operations, ensuring a seamless experience for executives, board members, and visitors alike. This individual must demonstrate an exceptional level of professionalism, executive presence, and polished personal presentation, serving as a front-facing representative of the organization. Supports a high-profile corporate office spanning two full floors (56,000 RSF) with approximately 125 employees Provides direct and indirect support to 8–10 executive team members and senior leaders, and exposure to Board of Directors interactions Operates in a fast-paced, high-visibility environment with a significant volume of meetings, events, and visitors across both office floors and an executive residential suite Manage high-volume, complex scheduling and logistics for executive meetings across multiple spaces Coordinate end-to-end Board support, including meeting logistics, executive-level materials, and stakeholder coordination Serve as a central point of coordination for executives, board members, and internal/external stakeholders Track meeting outcomes, action items, and follow-ups to support leadership priorities Partner closely with workplace/office operations and other executive assistants ensuring smooth day-to-day office functionality Assist with visitor management, security coordination, and front-of-house presence at an executive level Support meeting flow optimization across a large, multi-floor environment Provide overflow administrative or event support tied to executive priorities and high-visibility initiatives Contribute to maintaining a professional, polished, and highly responsive office experience

Requirements

5+ years of administrative, receptionist, or executive support experience
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
Strong familiarity with scheduling tools and office coordination systems
High school diploma or equivalent required

Nice To Haves

Experience supporting senior executives (VP level or higher) preferred
Experience with HRIS or business systems (e.g., Workday) preferred
associate or bachelor’s degree preferred

Responsibilities

Greet and welcome visitors, clients, and employees in a professional and engaging manner
Answer, screen, and direct incoming calls and inquiries with professionalism and urgency
Manage incoming mail, packages, and deliveries
Oversee visitor access, badging, and security protocols using various online systems
Confidently engage with and introduce guests to members of the leadership team
Arrange conference rooms, virtual meetings, and related logistics.
Prepare meeting materials, agendas, and presentations as needed
Support board-level and leadership meeting coordination
Anticipate scheduling conflicts and proactively resolve issues
Maintain organized filing systems (electronic and physical)
Draft, proofread, and distribute correspondence and documents
Manage office supplies and coordinate with vendors and service providers
Support general office operations to ensure an efficient and professional environment
Collaborate closely with executive assistants within the organization
Plan and coordinate executive meetings, internal events, and site activities
Manage catering logistics and vendor coordination for meetings and events
Arrange car service requests, accommodations, restaurant reservations and meeting logistics as needed
Support board meetings and leadership events with a high level of attention to detail
Serve as a liaison between executives, employees, and external stakeholders
Handle sensitive and confidential information with discretion and sound judgment
Ensure timely, clear, and professional communication across all channels
Build and maintain strong working relationships across all levels of the organization