Front Desk Administrative Assistant

About the Role

HUNT-EAS is seeking a highly organized and professional Front Desk Administrative Assistant to support daily office operations at our Horseheads, NY office. This team member will serve as the first point of contact for visitors and incoming calls while providing essential administrative support to employees across the firm.

The ideal candidate is personable, detail-oriented, and comfortable managing multiple priorities in a collaborative office environment. This role requires dependable availability during standard business hours to ensure front desk coverage and provide building access for scheduled interviews, meetings, and other visitors as needed.

Standard office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Key Responsibilities

Greet visitors, manage incoming phone calls, and direct individuals to the appropriate employees or departments. Provide building access for visitors attending scheduled interviews, meetings, and other office appointments. Process purchase orders for approval, maintain tracking logs, and coordinate with the Accounting Department.

Manage office supply inventory, kitchen supplies, equipment, and general tidiness of shared spaces. Coordinate conference room scheduling and help ensure meeting spaces are prepared and maintained. Process incoming and outgoing mail, including USPS, UPS, FedEx, interoffice mail, and branch office deliveries. Prepare, type, and format reports, tables, letters, memos, emails, meeting minutes, and other business documents.

Maintain paper and electronic filing systems, including database entry, document retrieval, and archiving in coordination with other administrative staff. Operate office equipment and coordinate copying, distribution, and appropriate charging of materials. Provide support with the preparation of marketing materials, proposals, and other business development documents.

Support routine paperwork, travel arrangements, and meeting coordination. Perform other administrative and clerical duties as needed to support daily office operations.

Qualifications

Proficiency in Microsoft Office applications, including Word, Excel, and Outlook. Strong verbal and written communication skills, with a professional and courteous approach to interacting with visitors, employees, and outside contacts. Excellent organizational skills and attention to detail. Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.

Ability to work independently while contributing to a collaborative team environment. Ability to learn and follow company policies, procedures, and established office processes. Ability to operate standard office equipment and learn new office technology as needed. Dependable, self-motivated, and proactive in identifying and addressing day-to-day office needs.

Benefits

Paid Holidays PTO Health, Dental, & Vision Insurance FSA/HSA Life Insurance 401(k) Plan Continuing Education Support HUNT is an Equal Opportunity Employer (EOE). Salary commensurate with experience and qualifications.