Receptionist - Administrative Office

About the role

The Executive Receptionist assists the Senior Executive Assistant (SEA) with operational and administrative details and performs administrative functions. This position, in collaboration with the SEA, has recurring contact with members of the Board, senior administrators and executives, public and private officials, the media, students, physicians, faculty and staff. The Executive Receptionist aids with the office’s daily activities.

Responsibilities

• Creates a welcoming and inclusive environment for guests and staff.
• Promotes a positive image of the organization by greeting and receiving visitors to the office which may include responding to inquiries that require guidance of the SEA.
• Safeguards the confidentiality of UNLV Health, Kirk Kerkorian School of Medicine at UNLV (KSOM) and University administration by exercising discretion in communicating information to members of the Board, senior administrators and executives, students, physicians, faculty, staff, and the various publics served by the organization such as legislators, alumni, the media, and public and private officials served by the organization, KSOM, and University in handling administrative records, files, and similar confidential items.
• Coordinates the flow of incoming and outgoing communications by receiving, routing, and/or responding to communications and determining the appropriate office, department, or agency to correspond with.
• Answers phone calls, schedules meetings, and routes mail.
• Exhibits polite and professional communication via phone, email, and mail.
• Provides administrative support to ensure efficient operation of the office including: maintaining inventory, ordering supplies and equipment, and submitting support tickets for equipment/technology/facility maintenance, supporting the Marketing Department with Workvivo social posts, and assisting the Director of Grant Management.
• Performs records management, creates files as necessary using judgment and knowledge of office requirements, updates files and records, and retrieves files and documents as needed.
• Functions effectively in a Matrix Management environment.
• Contributes to the overall success of the organization by performing other essential duties and responsibilities as assigned.

Requirements

• High school diploma or equivalent education required
• Associate’s degree preferred
• Three (3) years of experience in an administrative role
• Experience in an executive office is preferred
• Strong writing and communication skills
• Strong organizational skills
• Strong professionalism and appropriate attire
• Ability to prioritize and multitask
• Must exhibit initiative in managing priorities and deadlines
• Strong attention to detail
• Ability to operate a computer and other office equipment
• Proficiency in the Google Suite (G‑Suite) and Microsoft Office programs
• Proficient in Spanish preferred
• Physical requirements may include standing, sitting, and/or walking for extended periods
• Physical requirements may include performing repetitive tasks
• Physical requirements may include lifting up to 25 pounds