Job Title

GENERAL DESCRIPTION:Located in a newly constructed building. We believe that strong customer relationships, internally and externally, are built on trust and authentic engagement. As such, the Executive Office Liaison takes pride in acting as the first impression of the executive team. The Executive Office Liaison has a heart for service, a positive attitude, and an outgoing, people-oriented personality. They are detail-oriented, feel comfortable setting the tone of the office space, and creating a professional, polished, and welcoming office environment.This position will require flexibility, an ability to adapt to new situations quickly, and unwavering enthusiasm, professionalism, and poise in all aspects of the job. This person will be responsible for providing the highest quality customer service for C-level executives and guests alike, from answering phones to greeting important business professionals, they will represent first and ultimately most important impression.This position will also support the executive team with regards to scheduling, expense report submissions, travel planning and general administrative tasks.While the typical executive schedule will often be 8-to-5, flexibility will be needed when meetings and events occur early in the morning or later in the evening. The Executive Office Liaison will need to be prepared for days that may require a different set of working hours, depending on the schedule of the executives and the company.DUTIES AND RESPONSIBILITIES:• Receptionisto Greet guests entering the executive suite, determine the nature and purpose of the visit, and direct or escort them to their intended destination, ensuring everyone receives VIP treatmento Answer, screen, andor forward calls, providing information and taking messageso Provide information such as location of departments or offices, employees within the organization, or services providedo Sort and distribute mail, accept and sign for packages, and ship items on behalf of the executiveso Scan, save, update, draft, organize, print, file andor maintain documents including (but notlimited to) business cards, records, newspapers, medical and educational articles, Excel files, Word documents, and other projects as delegatedo Perform additional administrative support duties or as assumed on personal initiative• Email Managemento Review the general inbox and other inboxes regarding general inquiries and direct those messages appropriately• Office Managemento Maintain the inventory of office supplies and order more as necessaryo Manage the reservation, coordination, and preparation of conference rooms for meetingso Ensure copy machines, paper, and office supplies are always stockedo Submit work orders or technologybuilding requests as neededo Understand and know all conference room AV systemso Work with our hospitality team to coordinate appropriate service for meetings or events that arise within the executive suite• Support Executive Teamo May be asked to support the executive team on an as-needed basis, including but not limited to, scheduling meetings andor appointments, interfacing with clients, assisting with preparingdocuments, managing travel accommodations, and assisting with expense reportso Proactively assess the needs of the executive office to ensure operations run smoothly and assist with any administrative or event tasks as needed• Hospitalityo Place and supervise food and catering orders for executive staff and meetingso Monitor and keep the break room stocked with necessary foodbeverage itemso Collaborate with the catering company to ensure all event needs are meto Order groceries for the break room on a weekly basiso Assist with setting up food or drinks and appropriate dishwareo Serve drinks as needed, prepare or bring snacks or small plates of food on requesto Loadunload dishwashero Assist with cleaning up after smaller meetingso Assist with other hospitality elements as neededWORK EXPERIENCE:• 1+ years receptionist experience (or equivalent administrative experience handling multi-line phonesystems andor supporting multiple executives)• Experience working with C-Level Executives on various administrative tasksEDUCATIONQUALIFICATIONS:• Bachelor's Degree andor equivalent experience preferred• Facility to handle a multi-line phone system with composure is crucial• Strong written and verbal communication and organizational skills required• Ability to work with confidential information and apply discretion where appropriate• Strong computer skills necessary (Microsoft Office: Outlook, Word, Excel)OTHERPREFERRED:• Experience in both PC and MAC computer environments helpful, but not required• Texas Notary• Experience in Hospitality