Front Desk Administrative Support

Step into a pivotal support role where your organisational skills, polished communication, and calm under pressure will keep a busy executive team running smoothly. This part-time, contract opportunity offers variety, autonomy, and the chance to work closely with senior leadership while representing the firm as a professional and welcoming first point of contact.

About the Role:

This role provides high-level administrative and operational support to senior leadership, ensuring the smooth day-to-day functioning of the office and key business activities. You will manage schedules, meetings, travel, and documentation, while maintaining a professional front-of-house experience for clients and visitors. Your contribution will directly impact the efficiency, responsiveness, and overall effectiveness of the leadership team and wider office.

Key Responsibilities:

• Serve as the first point of contact by answering phones, greeting guests, and fielding general inquiries with professionalism and care
• Schedule and coordinate internal and external meetings, calls, and conference room bookings
• Format and proofread documents in Word, Excel, and PowerPoint, ensuring consistency with firm branding and templates
• Coordinate complex domestic and international travel arrangements and prepare detailed itineraries
• Oversee office supply inventory, place orders, organise deliveries, and maintain tidy, well-presented common areas
• Manage the flow of documents and correspondence, including mail, shipments, and courier services
• Prepare materials, set up meeting rooms, and assist with audio/video needs to support seamless internal operations
• Support senior leadership by printing and preparing files, proactively updating calendars, and compiling expense reports
• Undertake other reasonably requested duties customarily expected of an administrative professional

Key Requirements:

• Proven experience in an Executive Assistant, Administrative Assistant, or similar support role
• Strong organisational and time-management skills with the ability to prioritise and handle multiple tasks concurrently
• Excellent verbal and written communication skills, with a professional phone and in-person manner
• High level of accuracy and attention to detail in document preparation and scheduling
• Proficiency in Microsoft Word, Excel, and PowerPoint
• Ability to manage confidential information with discretion and sound judgment
• Comfort working in a part-time, contract capacity with flexibility to support changing priorities

Desirable Skills:

• Spanish language skills to coordinate with international offices, particularly in Colombia and Mexico
• Experience supporting senior leadership or C-suite executives
• Familiarity with coordinating international travel and time zone-sensitive meetings
• Exposure to working within professional services or corporate environments
• Experience with audio/video conferencing tools and meeting room technology

Qualifications:

• Secondary education completion (high school or equivalent) required
• Additional administrative, business, or office management training or certification preferred
• Any relevant Executive Assistant or office administration courses considered an advantage

If you are a proactive, detail-focused Executive Assistant who thrives in a dynamic environment and enjoys supporting senior leaders, we encourage you to apply.