Administrative Assistant/Receptionist

Description

We are seeking a proactive and energetic Administrative Assistant/Receptionist who enjoys engaging with people and

providing top-notch administrative support. The primary function of this role is to answer client and vendor inquiries by

phone and in person, ensuring an excellent first impression for all clients and vendors. The secondary function will be to

provide administrative support to the Director of Marketing, including data entry and other tasks as needed.

Gillespie Group requires a background and drug screen as a condition of employment. A valid driving license, reliable

transportation, and current automobile insurance are required. The position requires individuals to furnish their vehicle

to fulfill all the job’s functions.

Who we’re looking for:

• You have an entrepreneurial spirit (you love to embrace new opportunities and make things happen, and you thrive in a fast-paced, constantly evolving environment.
• You’re confident, dedicated, and focused on making improvements and reaching out for new solutions.
• You know how to communicate clearly and effectively with all types of people and thrive in a team setting while taking charge of your results.
• Detail-oriented with strong customer service orientation.
• Highly organized with excellent follow-up skills.
• Self-directed individual able to adapt quickly to changes in priorities.

You’ll be responsible for:

• Interact with clients, customers, prospects, and vendors by phone and in person, ensuring an excellent first impression.
• Provide administrative support to the Marketing Director, including calendar management, meeting material preparation, and note-taking.
• Maintain the reception area, conference rooms, and kitchen, ensuring they are presentable at all times.
• Assist in the preparation and coordination of meetings, including setting up conference room technology and managing meeting room calendars.
• Handle general office duties such as mail sorting, office organization, and replenishing supplies.
• Anticipate executive needs and manage impromptu requests, ensuring executives are prepared for the day ahead.
• Perform other related duties as requested.

Requirements

The ideal candidate will have 2+ years’ experience in the administrative industry or service industry. This position requires

the ability to read and write English correctly and fluently. Highly effective communication, organization, and follow-up

abilities are essential.