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Front Desk Administrative Assistant

4 weeks ago

Thousand Oaks, United States ZS Full time

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**ZS** is a place where passion changes lives. As a management consulting and technology firm focused on transforming global healthcare and beyond, our most valuable asset is our people. Here you’ll work side-by-side with a powerful collective of thinkers and experts shaping solutions from start to finish. At ZS, we believe that making an impact demands a different approach; and that’s why here your ideas elevate actions, and here you’ll have the freedom to define your own path and pursue cutting-edge work. We partner collaboratively with our clients to develop products that create value and deliver company results across critical areas of their business including portfolio strategy, customer insights, research and development, operational and technology transformation, marketing strategy and many more. If you dare to think differently, join us, and find a path where your passion can change lives.

**Our most valuable asset is our people.**

At **ZS** we honor the visible and invisible elements of our identities, personal experiences and belief systems—the ones that comprise us as individuals, shape who we are and

make us unique. We believe your personal interests, identities, and desire to learn are part of your success here. Learn more about our diversity, equity, and inclusion efforts and the networks ZS supports to assist our ZSers in cultivating community spaces, obtaining the resources they need to thrive, and sharing the messages they are passionate about. Learn more
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**FRONT DESK ADMINISTRATIVE ASSISTANT**

We seek an experienced front desk operation professional who is organized and energetic, with superb interpersonal skills for our Los Angeles office (located in Thousand Oaks). The Front Desk Administrative Assistant coordinates the front desk management, office operations, and provides operational support for consulting professionals.

The Front Desk Administrative Assistant performs a wide range of activities supporting office operations, facilities, procurement, meetings, and travel to facilitate the efficient operation of the organization.

**Responsibilities**:
Front Desk Reception:

- Front desk reception - answering phones; greeting clients, vendors, and recruits; handling incoming/outgoing mail and deliveries; maintaining visitor logs; monitoring room reservations
- Coordinate workspace reservations and other needs for visitors
- Coordinate internal meetings/activities (i.e. scheduling and preparing conference rooms, catering, supply and material coordination, resetting rooms after meetings, etc.)
- Coordinate and control office calendar of meetings and events
- Prepare domestic and international travel logistics (itineraries, etc.)

Administrative Support:

- Provide scheduling support to multiple individuals (appointment, calendar and meeting management)
- Complete expense reports within compliance guidelines, process invoices for payment, and assist with other administrative processes, as needed
- Prepare domestic and international travel logistics (itineraries, visas, etc.)
- Coordinate internal and external meetings/activities (i.e. venue selection/reservation and set-up, hotel accommodations, catering, etc.)
- Prepare and organize documents for client proposals and presentations as needed (contract tracking, printing, organizing and archiving meeting support materials)
- Address problems and troubleshoot with internal and external stakeholders

Office Operations:

- New Joiner arrival: Coordinate Day 1 for new joiners to include greeting upon arrival, providing office tour, and conducting office orientation session
- Accounting support: Office procurement card expense reporting, processing of invoices, and researching inquiries
- Facilities support: Log building maintenance and ID card requests
- Back-up support to office operations assistant to include mail distributions, supply management and restocking, meeting management, workspace reset, etc.
- Address problems and troubleshoot with internal and external stakeholders
- Handle special projects with demanding deadlines
- Hours are 8:00 am - 5:00 pm

**Qualifications**:

- High school diploma required. Post-secondary education or Associate or Bachelor degree preferred.
- 1 - 3 years of relevant work experience as an administrative/operations assistant or receptionist, preferably in a professional services environment
- Strong oral and written communication skills
- Professional appearance and demeanor with ability to exercise good judgment and discretion
- Attention to detail, dependability, punctuality
- Proactive self-starter with ability to manage a wide variety of tasks and meet deadlines
- Experience working both independently and with a team in a demanding environment
- Sense of humor appreciated
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**Perks & Benefits**:
ZS offers a comprehensive total rewards package including health and well-being, financial planning, annual leave, personal growth and professional development. Our robust skills development progr

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