Front Desk Administrative Assistant

Aston Carter•Tampa, FL

4d•Onsite

About The Position

The Front Desk Administrative Assistant supports daily operations in a large, highly active Tampa office environment. This role serves as the primary front-of-house presence, greeting visitors and employees, coordinating meetings and events, and providing broad administrative and operational support. The position helps ensure the office remains professional, organized, and fully prepared to accommodate frequent meetings, visitors, and employee activities while offering strong potential for growth into more advanced administrative or office operations responsibilities.

Requirements

1–3 years of experience in an administrative, office support, or operations support role, including internships or relevant part-time experience.
Strong organizational and prioritization skills with the ability to manage multiple responsibilities in a fast-paced environment.
Professional verbal and written communication skills suitable for frequent interaction with visitors, employees, and external partners.
Proficiency in Microsoft Word, Outlook, and basic Excel, with a willingness to continue developing technical skills.
Ability to provide reliable front desk, receptionist, and customer service support with a professional and welcoming demeanor.
Ability to handle confidential information with discretion and sound judgment.
Proactive, observant, and solutions-oriented approach with openness to feedback and learning.
Solid administrative support capabilities, including clerical tasks, documentation, and basic recordkeeping.

Nice To Haves

Associate degree or an equivalent combination of education and experience.
Experience working in a large, fast-paced, or professional services office environment.
Experience supporting meetings, events, or office operations and logistics.
Familiarity with collaboration and document management tools such as Microsoft Teams, SharePoint, and shared drives.
Demonstrated ability to coordinate with multiple stakeholders, including leadership, facilities, and external vendors.
Interest in growing into more Sr. administrative or office operations roles over time.
Comfort working in a highly visible front-of-house role with frequent in-person interactions.

Responsibilities

Serve as the first point of contact for visitors, employees, and guests, managing front-of-office communications and visitor access while maintaining a professional, welcoming environment.
Receive deliveries and coordinate on-site access needs to ensure smooth daily operations.
Coordinate logistics for meetings, events, and gatherings, including scheduling, room reservations, and ensuring spaces are prepared and properly equipped.
Support food, supply, and equipment needs for meetings and events, including ordering, setup, and basic coordination with vendors as needed.
Ensure shared spaces, such as conference rooms and common areas, remain clean, stocked, and ready for daily use.
Provide general administrative coordination, including maintaining records, tracking documentation, and supporting routine office processes.
Support system updates and help maintain accuracy in administrative processes and office-related information.
Assist with purchasing, shipping, and inventory tracking, including preparing and submitting related expense documentation.
Support office safety, compliance, and overall office readiness by following established procedures and escalating issues as appropriate.
Assist with planning and execution of employee engagement initiatives and events in collaboration with office leadership and committees.
Collaborate closely with office leadership, employee engagement committees, facilities teams, and external vendors to support day-to-day operations.
Handle confidential information with discretion and professionalism in all front desk and administrative activities.