Front Desk Admin / Executive Assistant
About The Position
This role is a hybrid position, split approximately 50% between Front Desk & Office Administration and 50% Executive Support to the CEO. The Front Desk & Office Administration duties include greeting visitors, managing calls and emails, maintaining the office environment, ordering supplies, managing vendor relationships, coordinating office repairs, handling mail, supporting finance with basic tasks, managing budgets, coordinating office access, and supporting new hire onboarding and internal events. The Executive Support to the CEO involves managing the CEO's calendar, booking travel, preparing expense reports, screening communications, preparing meeting materials, coordinating with external parties, and tracking action items. The role also includes additional duties common in a 25-person startup, such as HR-adjacent support, culture and engagement activities, facilities/lease administration, light IT support coordination, acting as the travel policy point-person, board meeting logistics, new hire equipment procurement, and compliance/documentation support. This is a "glue" role that answers ad hoc requests across departments.
Requirements
- 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
- Applicant must provide proof of his or her eligibility to work in the United States if selected for hire.
Responsibilities
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
