Receptionist/Executive Assistant

Receptionist/Executive Assistant

Location:Costa Mesa, CA

The Receptionist/Executive Assistant is responsible for creating and maintaining a welcoming environment for customers, guest and fellow employees. They will assist the CEO/President as well as HR with various Admin duties all while running the “front of house”. The Receptionist is a Brand Ambassador and example of Living the Search.

Accountability: Office Reception

  • Answer phones and emails in a timely fashion
  • Accurately directs caller to the appropriate people courteously and professionally.
  • Greets incoming visitors in a friendly and positive way. Quickly notifies the person being visited.
  • Maintain a tidy Reception area, Supply Closet Bar/Library, Mail Room, Board Room and Kitchen.
  • Manage Facility and maintenance issues and requests
  • Weekly Supply Ordering
  • Meeting Room booking
  • E Comm and Brand Messenger Order pick up
  • Organize and sort incoming and outgoing mail and deliveries

Accountability: Executive Assistance

  • Book travel, accommodations, rental cars and meals for various trips and meetings
  • Manage Monthly Credit Card statements and Expense Reports
  • Write up Agendas and send out as needed
  • Schedule Meetings
  • Other various Admin work and one off projects

Accountability: HR Assistance

  • Assist HR Manager with New Hire paperwork and New Hire Introductions
  • HR Filing
  • Maintain an updated Phone List and send out monthly
  • Collect and scan HR mail to HR Mgr daily
  • Organize and send out HR/Emp Law Updates to Retail locations
  • Maintain the Employee Posting Board in Break room
  • Assist/organize PM Mtgs, Sales Mtgs and Company Celebrations
  • Perform other duties as assigned.

Essential Qualities

  • Attention to detail; proactive approach to work, and adherence to multiple deadlines with competing priorities
  • Excellent organizational skills; ability to multi-task, prioritize, and adapt to various situations
  • Effective oral and written communication skills; ability to work with international offices in a positive manner
  • Good judgment and analytical abilities; ability to cope with pressure
  • Strong computer skills, must be efficient in Excel.
  • Ability to work effectively and cooperatively with fellow co-workers
  • Committed to maintaining high personal ethics and standards
  • Discrete and confidential
  • Friendly and outgoing

Qualification & Experience Requirements

  • Similar work experience in equal roles
  • Administrative background

Physical Demands

  • Must be present in the office during work hours.
  • Long hours sitting and using office equipment and computers.
  • Some light lifting of supplies and materials.
  • Sensory demands include use of computer and busy office environment.

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