Job Summary:

Administrative Assistant & Reception plays a key role in supporting administrative functions while also serving as a receptionist. This position provides administrative support for HR initiatives, onboarding, employee engagement, compliance, staff communications, facilities and a variety of other needs. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities simultaneously, ensuring processes run smoothly and efficiently.

The hours for this role could include Saturday reception coverage. This could be either temporary or on-going.

Key Responsibilities:

Reception Duties

• Serve as a backup for the Reception team, providing coverage for front-desk operations as needed.
• Ensure a welcoming, professional, and efficient front-desk experience for visitors and staff.
• Support Reception in administrative and operational tasks when required.
• Always ensure a clean and orderly entryway.
• Multi-task and perform both administrative duties and reception duties simultaneously when required.

Administration

• Printing, packaging, and mailing as needed from a variety of departments.
• Support the Safety Committee by scheduling meetings, tracking action items, and follow-ups.
• Assist with general administrative tasks, including policy document clean-up, scheduling, note taking, and hands on support.
• Maintain and update employee lists, org charts, and other tracking documents.
• Track and coordinate skeleton crew schedules, sending reminders to managers and collecting employee confirmations.
• Provide hands-on onboarding assistance, including preparing welcome kits, name tags, and workstation setups.
• Support general onboarding processes: scheduling department head meetings, coordinating benefits meetings (Health Insurance, 401k, AFLAC), creating onboarding itineraries, and updating onboarding presentations.
• Send emails and reminders for six-month performance reviews to new hires and managers.
• Assist scheduling, expense reporting, and any other administrative related duties as required.

Skills & Competencies

• Must be bi-lingual in English and Spanish
• 3+ years of Reception and administrative experience required.
• Experience with office or front-desk operations.
• Familiarity with HR systems, HRIS, and Microsoft Office Suite required.
• Exceptional organizational and time-management skills; able to handle multiple priorities and deadlines

• Detail-oriented with a focus on accuracy and process compliance.
• Ability to work independently and collaboratively within a team.
• Professional demeanor and ability to maintain confidentiality.
• Flexible and adaptable to changing priorities and operational needs.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.