Receptionist (Houston)

Our client, a global communications firm, is seeking a Receptionist/Administrative Assistant temp for a short term assignment. On-site: 8:30 a.m. to 5:30 p.m Monday-Friday Rate: $28/hour Location: Central Business District Dates: 4/20 - Mid May Responsibilities: Operational & Facilities Support • Processes expense reimbursements, invoices, and purchase orders. • Ensures appropriate level of support is arranged to facilitate timely submission and resolution of facilities-related requests. • Maintains office efficiency by planning and implementing space allocations, office systems, layouts, and equipment procurement. • Assures office equipment and furnishings are in operable order and quantities and services are appropriate to meet the needs of the team. • Oversees kitchen supplies, related maintenance, and ensures snacks and beverages and ordered and stocked. • Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image. • Takes ownership of office management tasks, such as organizing storage space and files, supervising vendor relationships, etc. • Acts as liaison to office building management and coordinates day-to-day operations. • Assists with development and implementation of safety procedures. • Assists with the on-boarding of new hires. • Greets visitors to the office, including high-level executives and prominent guests, in a welcoming and professional manner. • Orders staff lunches for team meetings. • Acts as liaison to office building management and coordinates day-to-day operations (e.g., distributing building access keys, parking vouchers, clearing office visitors with security desk, etc.) • Assists as appropriate with firm administrative functions, such as HR, IT, finance and marketing • Participates as needed in other special projects • Liaises closely with counterparts in other Global offices Executive Support • Responds to complex requests, directs inquiries, takes action, and follows up as appropriate. • Coordinates a broad variety of administrative tasks for the Head of the Office, including managing calendars, preparing confidential documents, and ensuring follow-up on all action items. • Prepares travel arrangements and expense reports, and ensures related travel policies and processes are adhered to. • Develops presentations, correspondence, meeting minutes, etc. • Support of the business development efforts of the Head of the Office and team. • Proactively identifies potential areas of scheduling conflict and recommends solutions to mitigate issues. • Provides broad administrative support to other staff, including scheduling coordination, travel arrangements, reserving meeting space, etc. • Supports the efficient and timely distribution of messages on behalf of the leadership team. • Keeps executives well informed of upcoming commitments and responsibilities including follow-up. • Communicates directly on behalf of the executives in a professional manner, bridging smooth and clear communications with internal departments and external constituents. • Prepares meeting materials, such as executive documents and binders. • Purchases and sends gifts as appropriate. • Prepares initial drafts and preview materials as needed, including PowerPoint decks, speaker notes, and various communications in support of key initiatives. Event Planning • Supports local meetings, including executive meetings calendar management, attendance tracking, and content/topic preparation. • Coordinates local office outings, holiday parties, and marketing events. • Secures off-site event venues and coordinates with external vendors as needed. • Partners with the firm’s marketing and events team to manage logistics, including catering, invitation lists, and visitor clearance. Qualifications: • Three to five years of experience in a professional office environment in an executive and/or administrative support role • Working knowledge of mail processes such as postage machine, FedEx and UPS • Well-versed in MS Office, especially Outlook, Word, PowerPoint, and Excel • Ability to read, interpret, and comprehend documents such as floor plans, policies, etc. • Ability to work independently, with a team, and with a high volume of work. The ideal candidate should possess the following professional attributes: • Ability and desire to take initiative • Strong attention to detail and problem-solving skills • Good time management and the ability to manage multiple priorities • Competent decision making and knowing when to escalate matters • Strong verbal and written communication skills • Exceptional organization skills • Experience with discretion/confidentiality • A high level of professionalism and maturity