Job Description

ESS-271

Office Assistant/Receptionist
Work Schedule: C - five days a week; 8-hour days
Telework Type: Full-time Office/Project

Role Overview:
This position is for an Office Services Assistant/Receptionist supporting the C-Suite executive office at our client’s Washington, DC location. As the first point of contact for senior executives, CEOs, high-profile visitors, and business partners, this role requires a polished, professional demeanor and exceptional customer service skills.

Job Responsibilities:

• Serve as the primary point of contact at the reception desk, greeting and assisting executives, clients, contractors, and distinguished guests with professionalism and discretion.
• Manage incoming calls, correspondence, and inquiries, ensuring prompt and courteous communication.
• Oversee visitor check-in and badge distribution, maintaining a welcoming and secure process.
• Maintain a professional and organized front desk, lobby, and reception area, ensuring it reflects the standards of a C-Suite office.
• Provide personalized assistance to visitors and employees, including answering questions, offering directions, and coordinating with other departments as needed.
• Ensure amenities and common areas are clean, stocked, and presentable at all times.
• Coordinate and support conference room reservations, set-ups, and special requests for meetings and events.
• Set up, rearrange, and monitor conference room furniture, AV equipment, and supplies to accommodate different meeting requirements.
• Monitor and report any maintenance or equipment issues promptly
• Monitor and report any maintenance or equipment issues within conference and meeting spaces to ensure all areas are fully functional.
• Perform additional receptionist and office support duties as assigned.
• Assist with onboarding and offboarding processes for new hires or departing employees, including preparing welcome materials and coordinating workspace setups.
• Prepare, edit, and distribute internal memoranda, communications, or reports at the request of executive staff.
• Coordinate catering and hospitality services for meetings, events, and VIP visits.
• Support the organization of office events, celebrations, or recognition activities, helping to foster a positive work environment.

Job Qualifications:

• US citizenship required
• Intermediate proficiency in Microsoft Excel, Outlook, PowerPoint, and Word (skills assessment may be given).
• Strong written and verbal communication, including accurate spelling, grammar, punctuation, and syntax (skills assessment may be given).
• Experience as receptionist, administrative assistant, office coordinator, or supporting executives in a corporate environment.
• Knowledge of office services practices and procedures.
• Excellent interpersonal, organization, and communication skills.
• Ability to interact professionally with senior executives, VIPs, and high-profile visitors.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and commitment to providing exceptional service.
• Reliable, proactive, and adaptable, with the ability to anticipate needs and resolve issues quickly.
• Professional demeanor with excellent interpersonal and communication skills, both verbal and written.

Preferred Qualifications:

• Previous experience working as a receptionist/administrative assistant for our client.
• In-depth knowledge of our client’s organizational structure, functions, and procedures.
• Operation of our client’s standard computerized systems.

Environmental and Safety Solutions Inc. (ESS Inc.) is a Cincinnati based certified MBE. Since 2002, ESS Inc. has been providing health and safety, engineering, environmental technical and management services to businesses throughout the United States. We work with businesses from Fortune 500 members to small businesses in the local community, providing world class occupational safety and health consultative services and environmental compliance assistance. Our customers value our personal attention to their needs and the accuracy and flexibility of our services to meet their unique needs. As President and Founder of ESS, Lonnie Grayson brings more than 25 years of professional environmental safety and health leadership to the company. He founded ESS Inc. in 2002 and has grown the firm into a nationally recognized industry leader. With a professional background as a mechanical engineer, Mr. Grayson knows the value of a safety and health program that focuses on the processes that drive the safety and health process in a company to achieve great results. We understand the need for partnership with our customers to fully understand their needs and the culture of each customer to meet and exceed their occupational safety, health and environmental compliance needs.

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