Receptionist/Executive Assistant to CAO na None

Job Summary:

The Receptionist / Executive Assistant to the Chief Administrative Officer (CAO) serves as the first point of contact for visitors and callers while also providing high-level administrative and organizational support to the CAO. This dual role requires professionalism, discretion, strong communication skills, and the ability to manage multiple priorities efficiently in a dynamic environment.

Essential Duties and Responsibilities:

Reception Duties (Front Desk Support):

• Greet and assist visitors, ensuring a professional and welcoming atmosphere.
• Answer and direct incoming phone calls and general inquiries.
• Manage incoming and outgoing mail and deliveries.
• Maintain the reception area and conference rooms to ensure a clean and organized environment.
• Coordinate scheduling and setup for meetings held in common areas.
• Provide general office support, such as ordering supplies, maintaining contact lists, and managing office equipment service needs.
• Assist with coordinating office service needs

Executive Assistant Duties (Support to the CAO):

• Manage and maintain the CAO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, presentations, reports, and other documents on behalf of the CAO.
• Assist with meeting preparation — compiling agendas, taking minutes, and following up on action items.
• Handle confidential and sensitive information with discretion and professionalism.
• Coordinate communication between the CAO and internal/external stakeholders.
• Track and manage deadlines, initiatives, and project updates related to the CAO’s office.
• Support special projects and organizational initiatives as assigned.

Education and Experience Requirements:

• Associate’s degree or equivalent experience required; Bachelor’s degree preferred.
• Experience: Minimum of 3 years in an administrative, executive assistant, or front-office role; healthcare or corporate experience preferred.

Knowledge/Skills/Abilities:

• Exceptional verbal and written communication skills.
• Strong organizational and time management abilities.
• High level of professionalism and discretion.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to multitask and adapt to changing priorities.
• Positive attitude and strong interpersonal skills.

Working Conditions:

Standard office environment with frequent interaction with staff, leadership, and visitors. May occasionally require extended hours during organizational events or special projects.

Physical Requirements (X = Required for job):