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Administrative Receptionist

3 months ago

Pasadena, United States Expatiate Communications Full time

Expatiate Communications is a boutique Special Education management firm with unparalleled expertise in special education. We provide innovative solutions for the most challenging and complex special education issues facing school districts, ESAs/COEs, and State educational agencies, providing staff and technology solutions.

**Description**:

- The Administrative Receptionist will be responsible for a range of clerical, administrative, and special project duties. Including greeting, assisting, and providing direction and information to clients, visitors, and other guests of the organization.**Responsibilities**:
- Welcomes and directs visitors and clients.
- Answers, screens, and directs phone calls to staff.
- Responsible for restocking office supplies for the company, which includes preparing coffee and maintaining cleanliness in the break room and refrigerator area.
- Responsible for managing/coordinating daily schedules/calendars, contacts, travel arrangements, meetings (internal and external), conferences, and seminars.
- Arrange and schedule meetings; maintain and update calendar; determine the importance of meeting requests and schedule; accordingly, demonstrate flexibility, patience, and persistence in routinely rescheduling meetings.
- Manages general office and administrative tasks, including ordering miscellaneous supplies, renewing memberships, and subscriptions, managing distribution lists, photocopying, faxing, and deliveries.
- Processes reimbursement and expense reports; tracks expenses and follows up in a timely manner
- Manages special projects as designated, assists other department members as necessary, and acts as a backup for other staff on the team.
- Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
- Coordinates maintenance of office equipment.
- Responds to and resolves administrative inquiries and questions.
- Records and distributes minutes or other records for meetings.
- Prepares agendas and schedules for meetings.
- Responsible for purchasing food for the office and organizing event catering.
- Able to commute to the post office or market to acquire supplies and mailers as needed.
- Performs basic filing and recordkeeping.
- Performs other duties as assigned and assists with special projects as needed.

**Competencies**:
- Excellent verbal and written communication skills.
- Strong analytical and problem-solving skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to prioritize tasks and to delegate them when appropriate.
- Ability to follow through with tasks with mínimal or no supervision.

**Knowledge, Skill & Other Requirements**:

- Must be legally eligible to work in California.
- Associate and/or bachelor’s degree preferred.
- Minimum two (2) years of administrative and clerical experience preferred.
- Proficient with Microsoft Office programs including Outlook, Word, Excel, PowerPoint, and Google Suite.**Salary**:
$18 - $25 per hour