Located in a newly constructed building. We believe that strong customer relationships, internally and externally, are built on trust and authentic engagement. As such, the Executive Office Liaison takes pride in acting as the first impression of the executive team. The Executive Office Liaison has a heart for service, a positive attitude, and an outgoing, people-oriented personality. They are detail-oriented, feel comfortable setting the tone of the office space, and creating a professional, polished, and welcoming office environment.
This position will require flexibility, an ability to adapt to new situations quickly, and unwavering enthusiasm, professionalism, and poise in all aspects of the job. This person will be responsible for providing the highest quality customer service for C-level executives and guests alike, from answering phones to greeting important business professionals, they will represent first and ultimately most important impression.
This position will also support the executive team with regards to scheduling, expense report submissions, travel planning and general administrative tasks.
While the typical executive schedule will often be 8-to-5, flexibility will be needed when meetings and events occur early in the morning or later in the evening. The Executive Office Liaison will need to be prepared for days that may require a different set of working hours, depending on the schedule of the executives and the company.
DUTIES AND RESPONSIBILITIES: • Receptionist
o Greet guests entering the executive suite, determine the nature and purpose of the visit, and direct or escort them to their intended destination, ensuring everyone receives VIP treatment
o Answer, screen, and/or forward calls, providing information and taking messages
o Provide information such as location of departments or offices, employees within the organization, or services provided
o Sort and distribute mail, accept and sign for packages, and ship items on behalf of the executives
o Scan, save, update, draft, organize, print, file and/or maintain documents including (but not
limited to) business cards, records, newspapers, medical and educational articles, Excel files, Word documents, and other projects as delegated
o Perform additional administrative support duties or as assumed on personal initiative • Email Management
o Review the general inbox and other inboxes regarding general inquiries and direct those messages appropriately • Office Management
o Maintain the inventory of office supplies and order more as necessary
o Manage the reservation, coordination, and preparation of conference rooms for meetings
o Ensure copy machines, paper, and office supplies are always stocked
o Submit work orders or technology/building requests as needed
o Understand and know all conference room AV systems
o Work with our hospitality team to coordinate appropriate service for meetings or events that arise within the executive suite • Support Executive Team
o May be asked to support the executive team on an as-needed basis, including but not limited to, scheduling meetings and/or appointments, interfacing with clients, assisting with preparing
documents, managing travel accommodations, and assisting with expense reports
o Proactively assess the needs of the executive office to ensure operations run smoothly and assist with any administrative or event tasks as needed • Hospitality
o Place and supervise food and catering orders for executive staff and meetings
o Monitor and keep the break room stocked with necessary food/beverage items
o Collaborate with the catering company to ensure all event needs are met
o Order groceries for the break room on a weekly basis
o Assist with setting up food or drinks and appropriate dishware
o Serve drinks as needed, prepare or bring snacks or small plates of food on request
o Load/unload dishwasher
o Assist with cleaning up after smaller meetings
o Assist with other hospitality elements as needed
WORK EXPERIENCE: • 1+ years receptionist experience (or equivalent administrative experience handling multi-line phone
systems and/or supporting multiple executives) • Experience working with C-Level Executives on various administrative tasks
EDUCATION/QUALIFICATIONS: • Bachelor's Degree and/or equivalent experience preferred • Facility to handle a multi-line phone system with composure is crucial • Strong written and verbal communication and organizational skills required • Ability to work with confidential information and apply discretion where appropriate • Strong computer skills necessary (Microsoft Office: Outlook, Word, Excel)
OTHER/PREFERRED: • Experience in both PC and MAC computer environments helpful, but not required • Texas Notary • Experience in Hospitality