Director of First Impressions/Executive Assistant

About the role

The Director of First Impressions oversees creating a positive company impression and experience for all Havtech customers and guests through the provision of general office support, answering incoming calls, directing calls to appropriate employees and departments, greeting customers and guests, providing customer assistance, performing data entry, distributing mail and faxes, managing general correspondence, and maintaining office supplies. This position is also responsible for providing executive administrative support to stakeholders throughout the business.

Responsibilities

• Projects a positive, friendly, and professional company image.
• Accurately answers and transfers incoming calls to appropriate employees and departments in a professional and friendly manner.
• Welcomes and assists all internal and external customers and guests.
• Responds to in person or electronic inquiries or refers to the appropriate employee or department as necessary.
• Prepares outgoing mail.
• Coordinates the pick-up and delivery of express mail services (Fed-Ex, UPS, etc.).
• Receives, sorts and forwards incoming mail.
• Ensures that the reception and lobby areas are neat and organized.
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Assists in the development and maintenance of office forms and procedures.
• Ensures that the Front Desk is covered during business hours and schedules backup coverage when necessary.
• Maintains the PowerPoint Presentations on the flat screen TVs throughout the office and updates as needed.
• Participates in special projects as needed and performs additional duties as assigned.
• Coordinates executive communications, including taking calls, responding to emails, and interfacing with clients.
• Upholds a strict level of confidentiality.
• Develops and sustains a level of professionalism among staff and clientele.
• Schedules meetings and appointments and manages travel itineraries.
• Demonstrates proficiency in collaboration and delegation of duties.
• Takes minutes during meetings, develops action items, and follows up to ensure completion.

Requirements

• Physical demands: regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear.
• Frequently required to stand and walk.
• Regularly lift and/or move up to 10 pounds; frequently lift and/or move up to 25 pounds.
• Ability to lift approximately 15‑20 lbs