Objective:
The Administrative Assistant Receptionist will play a critical role in supporting smooth daily operations, delivering excellent service to both internal teams and external clients, and performing a variety of administrative and reception duties. The ideal candidate is organized, proactive, and skilled at managing multiple responsibilities in a fast-paced office environment.
Essential Functions:
1. Serve as the first point of contact for clients, visitors, and staff, managing front desk operations, answering calls, and directing inquiries.
2. Maintain a professional and welcoming reception area, all common areas, restrooms and kitchen.
3. Handle incoming and outgoing mail, deliveries, and other correspondence.
4. Provide administrative assistance across departments, including scheduling, preparing meeting agendas, and drafting meeting notes.
5. Organize and maintain files, records, and documents, ensuring confidentiality.
6. Assist in drafting correspondence, presentations, and reports.
7. Support planning and execution of meetings, workshops, and department initiatives by managing logistics.
8. Coordinate schedules, resources, and communication for internal and external events.
9. Monitor and manage department supplies and equipment and troubleshoot basic office technology issues.
10. Perform other administrative tasks as assigned to support the dynamic needs of the team and organization.
Competencies:
1. Effective Communication: Excellent verbal and written communication abilities to interact professionally with clients, staff, and external stakeholders.
2. Organizational & Time Management: Strong ability to manage multiple priorities, meet deadlines, and adapt to changing needs with efficiency and extreme attention to detail.
3. Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment such as copiers, scanners, and telecommunication systems.
4. Problem-Solving & Adaptability: Resourceful in troubleshooting issues and finding solutions; demonstrates flexibility in responding to evolving demands.
5. Professionalism & Confidentiality: Maintains a high level of discretion and professionalism in handling sensitive information and interacting with clients and colleagues.
6. Teamwork & Collaboration: A positive and cooperative attitude with a commitment to fostering a supportive and productive work environment.
7. Client Relationship Management: Displays a consistent commitment to meeting client needs and improving the client experience.
Supervisory Responsibility
This position has no supervision responsibilities.
Position Expectations & Work Environment
This is a full-time hourly non-exempt position. While performing the duties of this job, the employee works normal office hours (with guilt-free flexibility). Some weeks over 40 hours will be required.
Location & Travel
Based in Louisville, KY. This position supports employees in all Abacus! physical locations and those working remotely.
Required Education & Experience
A high school diploma or equivalent is required. An associate or bachelor’s degree is preferred. Candidates should have at least 2 years of experience in an administrative or receptionist role. Experience in a multi-department organization is a plus.
Physical Demands
The physical demands described are representative of those necessary for an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description does not list all the duties of the job. You may be asked to perform other assignments and duties. You will be evaluated in part based on your performance of the tasks listed in this job description.