Front Desk Administrative Assistant (Part-Time)

About the role

We are seeking a highly organized, detail-oriented, and proactive Part-Time Front Desk Administrative Assistant to support our operations team and help ensure the smooth day-to-day functioning of our office. This role combines front desk reception with administrative and operational support in a fast-paced environment where no two days look the same. The ideal candidate is friendly, solution-oriented, and enjoys anticipating needs and jumping in to help wherever needed.

Responsibilities

• Manage the reception desk: greet visitors, answer and direct phone calls, take messages, conduct facility tours, and process incoming and outgoing mail.
• Build and manage shift schedules for part-time field staff in the scheduling app, strategically assigning employees based on capabilities, availability, and project needs.
• Coordinate coverage with Project Coordinators and the Facility Supervisor for test prep, warehousing, test execution, and other tasks.
• Maintain the Consumer Testing Calendar, confirming site availability, updating projects based on sales requests, and monitoring project status.
• Assist the operations team and part-time staff with time entry, training, and technology support as needed.
• Support project A/V needs, including creating client accounts and editing videos in the internal A/V system.
• Update reports and maintain the field operations project tracker to monitor billable time for active projects against the allocated budget.
• Assist with filing PCCs (Project Change Control requests) or other change documentation as needed.
• Provide critical support to the Operations Director, including scheduling, meeting notes, time tracking, expense reporting, filing, scanning/copying documents, and assisting with office events.
• Assist with special projects, including procurement, on-site research support, administrative tasks, culture committee event setup and cleanup, and other organizational needs.
• Stock, organize, and assist with general office cleaning to maintain a clean and orderly environment.

Requirements

• High school diploma required; Associate or Bachelor’s degree preferred.
• 1+ years of experience in office administration, reception, event coordination, or operations preferred. Open to entry-level candidates with relevant coursework, internships, or part-time experience.
• Valid Driver’s License and Proof of Insurance.
• Authorization to work in the United States indefinitely without restriction or sponsorship.

Skills

• Communication: Clear and professional in verbal and written communication.
• Teamwork: Support team success, resolve conflicts, and collaborate effectively across functions.
• Organization & Detail Orientation: Manage multiple projects, meet deadlines, and ensure accuracy in all tasks.
• Problem-Solving & Initiative: Proactive and solution-minded, able to identify challenges and act independently.
• Adaptability: Quick learner, able to adopt new tools, technologies, and workflows.
• Interpersonal Skills: Outgoing, personable, and contributes to a positive, welcoming environment.
• Focus in Fast-Paced Environments: Able to maintain composure and productivity in dynamic, sometimes noisy settings.
• Proactivity & Initiative: Willing to jump in wherever needed, take ownership of tasks, and tackle a wide range of responsibilities.

Qualifications

• Required Experience With Software And Platforms: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Apple products. Working knowledge of cloud-based applications and the internet.
• Experience using Excel or other spreadsheet/analysis software to track, analyze, and report project metrics.
• Familiarity with operational platforms such as Microsoft 365, Salesforce, or Adobe is a plus.

Pay

USD 18 - USD 24 hourly

Schedule

Part-time, Monday – Thursday from 8:00 AM – 4:00 PM (on-site role requiring in-person presence).

Work Environment & Physical Demands

• Regularly required to stand, walk, sit, talk, or hear.
• Occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl.
• Must occasionally lift and/or move up to 35 pounds (50 lbs. with assistance).
• Ability to stand for long periods of time.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Noise level in the work environment is usually moderate.