Front Desk Administrator

SETI Institute•Mountain View, CA

1d•Onsite

About The Position

Every high-performing crew needs a welcoming, reliable launchpad anchor. We are seeking a warm, organized, and proactive Front Desk Administrator to serve as the face of our Mountain View headquarters. Reporting to the Chief Human Resource Officer, this is a crucial, 100% onsite role designed for an approachable professional who will be the primary point of contact for anyone stepping into or calling our facility from visiting scientists and international dignitaries to internal team members. In this role, you will own the front desk experience, manage incoming telephone communications, coordinate small office projects, and plan engaging internal office events. If you have an adaptable mindset, strong organizational habits, and a passion for creating a welcoming workplace, you will be a vital partner in keeping our day-to-day operations running flawlessly.

Requirements

1–3+ years of experience in a front desk, reception, office administration, or customer-facing administrative role.
Proven experience managing multi-line phone systems and managing general office logistics.
Practical experience assisting with small event planning, team celebrations, or small operational projects.
Digital workspace literacy, including strong proficiency across Microsoft 365 and Google Workspace platforms (Docs/Word, Sheets/Excel, Slides/PowerPoint, Drive, Calendar, Zoom, and Slack).
Ability to work a fixed, highly accountable onsite schedule from 8:30 a.m. to 5:00 p.m., Monday through Friday.

Nice To Haves

Prior experience working in a non-profit, educational, scientific research, or mission-driven organization.
A passion for hospitality, community building, and employee engagement.
Basic familiarity with project tracking or collaborative tools (e.g., Basecamp, Microsoft Planner, or Google Tasks/Projects).
High comfort level interacting with executive leadership, visiting researchers, educators, and diverse international visitors.

Responsibilities

Welcome and check in all external guests, partners, and VIPs upon arrival; manage multi-line phone calls with warmth and professionalism, routing inquiries to the correct teams.
Execute daily visitor registration and security badge procedures, maintaining a clean, professional, and inviting reception area.
Plan and execute HQ and Intern events (e.g., team lunches, holiday celebrations, office happy hours, staff recognition events) and manage administrative projects as assigned.
Handle all incoming and outgoing mail, packages, and priority shipments; ensure prompt delivery to departments and individuals.
Maintain inventory and order office/kitchen supplies, oversee conference room calendars to prevent scheduling conflicts, and partner with Facilities to ensure shared workspaces remain stocked and operational.
Provide general administrative and project support to the Executive Administrator and operational teams, including basic document drafting, calendar coordination, and data entry.