Receptionist/Administrative Assistant III

Desert Research Institute • Las Vegas, NV

5d • Onsite

About The Position

The Desert Research Institute (DRI) is seeking a highly professional, customer service-oriented Receptionist / Administrative Assistant III to serve as a key administrative resource and primary point of contact at DRI’s Las Vegas campus. This full-time and onsite position reports to the Chief of Staff. This position plays an important role in creating a welcoming, professional, and secure environment for DRI employees, visitors, partners, donors, elected officials, dignitaries, and members of the public. The successful candidate will manage the primary reception function for the campus while providing advanced administrative and project support to the President’s Office, Chief of Staff, Vice President for Research, Environmental Health and Safety (EHS), Financial Services, Human Resources, Advancement, and other administrative and scientific units as needed. This position is an integral part of the day-to-day operation of DRI’s Las Vegas campus. The Receptionist / Administrative Assistant III serves not only as the first point of contact for the organization but also as a trusted administrative partner supporting multiple areas of DRI. The position requires excellent judgment, exceptional customer service, strong organizational skills, attention to detail, and the ability to successfully manage multiple priorities in a dynamic environment with frequent interruptions. The ideal candidate will enjoy working with people, take pride in providing outstanding service, and be comfortable moving between reception responsibilities, executive administrative support, financial and operational tasks, meetings and events, shipping and receiving, and unexpected campus needs throughout the day.

Requirements

• High school diploma or GED/equivalent.
• Minimum of one year of full-time administrative experience.
• Strong administrative, organizational, and customer-service skills.
• Demonstrated ability to communicate professionally and effectively with a wide range of individuals, including administrative, technical, scientific, and academic personnel as well as members of the public.
• Demonstrated professionalism, discretion, and ability to maintain a high degree of confidentiality.
• Ability to exercise independent judgment and appropriately resolve commonly encountered administrative and customer-service issues.
• Strong interpersonal and team-oriented skills.
• Demonstrated ability to prioritize assignments and work effectively in an environment with changing priorities and frequent interruptions.
• Ability to work independently, take initiative, and carry out assignments with minimal supervision.
• Strong computer skills, including proficiency with Microsoft Word, Excel, PowerPoint, Outlook e-mail, internet applications, and scheduling systems.
• Ability to compile information and prepare reports, spreadsheets, presentations, and other business documents.
• Familiarity with standard office equipment and office administrative procedures.
• Basic knowledge of shipping and receiving procedures.
• Basic understanding of appropriate responses to emergency and safety situations.
• Ability to obtain required dangerous goods/hazardous materials shipping and receiving certification.

Nice To Haves

• Experience providing administrative support to senior executives or multiple organizational units.
• Experience coordinating meetings, conferences, or internal and external events.
• Experience with financial administrative processes, including travel reimbursement and purchasing card reconciliation.
• Experience with Workday, Bridge LMS, or similar enterprise and learning-management systems.
• Experience interacting professionally with executive leadership, elected officials, dignitaries, donors, external partners, and members of the public.

Responsibilities

• Serve as the primary reception contact for DRI’s Las Vegas campus and provide a welcoming and professional experience for employees, visitors, vendors, donors, elected officials, dignitaries, and members of the public.
• Professionally answer and manage DRI’s main telephone line, respond to general inquiries, and direct calls to the appropriate faculty or staff member.
• Greet visitors, coordinate visitor check-in and notification procedures, and maintain required visitor information in accordance with DRI and export-control procedures.
• Serve as a point of contact for employee and visitor identification and security badge processes.
• Coordinate conference room preparation, signage, and other meeting requirements based on requester needs.
• Provide general information and directions and assist visitors in connecting with appropriate DRI personnel.
• Manage incoming and outgoing shipping and receiving activities and maintain appropriate records and logs in accordance with DRI and NSHE policies.
• Receive, process, and distribute incoming packages and daily mail.
• Assist faculty and staff with the appropriate preparation and shipment of packages.
• Coordinate carrier pickups and communicate with shipping vendors as necessary.
• Support shipping activities involving dangerous goods and hazardous materials following completion of required training and certification.
• Provide high-level administrative and project support to designated DRI administrative units, including the President’s Office, Chief of Staff, Vice President for Research, Financial Services, Environmental Health and Safety, Human Resources, and Advancement.
• Serve as an initial point of contact for basic campus safety and security matters.
• Respond appropriately to emergency situations and assist with initiating established emergency response procedures when necessary.
• Provide information and assistance to faculty, staff, visitors, and members of the public regarding campus procedures and safety requirements.
• Maintain appropriate awareness of building activity and follow DRI safety and security protocols.

Benefits

• health, dental, vision, and life insurance (flexible spending and health savings account options available)
• PERS 19.25% retirement match
• 10 hours of annual leave and 10 hours of sick leave accrued per month
• 12 paid holidays
• educational benefits
• relocation assistance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED