Clarity Recruiting is hiring: Receptionist in Houston

This range is provided by Clarity Recruiting. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$25.00/hr - $28.00/hr

Our client, a global communications firm, is seeking a Receptionist/Administrative Assistant temp for a short term assignment.

Location

Central Business District

Dates

Mon-Thu 10/27-10/30, with additional part-time support 10/22-10/24.

Responsibilities

• Process expense reimbursements, invoices, and purchase orders.
• Arrange timely submission and resolution of facilities-related requests.
• Plan and implement space allocations, office systems, layouts, and equipment procurement.
• Ensure office equipment and furnishings are in operable order and services are appropriate to meet team needs.
• Oversee kitchen supplies, related maintenance, and ensure snacks, beverages, and ordered items are stocked.
• Manage the reception area to ensure effective telephone and mail communications and maintain a professional image.
• Organize storage space and files, supervise vendor relationships.
• Act as liaison to office building management and coordinate day‑to‑day operations.
• Assist with development and implementation of safety procedures.
• Assist with onboarding of new hires.
• Greet visitors, including high‑level executives and prominent guests, in a welcoming and professional manner.
• Order staff lunches for team meetings.
• Assist as appropriate with firm administrative functions, such as HR, IT, finance, and marketing.
• Participate as needed in other special projects.
• Liaise closely with counterparts in other Global offices.
• Respond to complex requests, direct inquiries, take action, and follow up as appropriate.
• Coordinate a broad variety of administrative tasks for the Head of the Office, including managing calendars, preparing confidential documents, and ensuring follow‑up on all action items.
• Prepare travel arrangements and expense reports, and ensure related travel policies and processes are adhered to.
• Develop presentations, correspondence, meeting minutes, etc.
• Support the business development efforts of the Head of the Office and team.
• Proactively identify potential areas of scheduling conflict and recommend solutions to mitigate issues.
• Provide broad administrative support to other staff, including scheduling coordination, travel arrangements, reserving meeting space, etc.
• Support the efficient and timely distribution of messages on behalf of the leadership team.
• Keep executives well informed of upcoming commitments and responsibilities.
• Communicate directly on behalf of the executives in a professional manner, bridging smooth and clear communications with internal departments and external constituents.
• Prepare meeting materials, such as executive documents and binders.
• Purchase and send gifts as appropriate.
• Prepare initial drafts and preview materials as needed, including PowerPoint decks, speaker notes, and communications supporting key initiatives.
• Support local meetings, including executive meetings calendar management, attendance tracking, and content/topic preparation.
• Coordinate local office outings, holiday parties, and marketing events.
• Secure off‑site event venues and coordinate with external vendors as needed.
• Partner with the firm’s marketing and events team to manage logistics, including catering, invitation lists, and visitor clearance.

Qualifications

• Three to five years of experience in a professional office environment in an executive and/or administrative support role.
• Working knowledge of mail processes such as postage machine, FedEx, and UPS.
• Well‑versed in MS Office, especially Outlook, Word, PowerPoint, and Excel.
• Ability to read, interpret, and comprehend documents such as floor plans, policies, etc.
• Ability to work independently, with a team, and with a high volume of work.
• Ability and desire to take initiative.
• Strong attention to detail and problem‑solving skills.
• Good time management and the ability to manage multiple priorities.
• Competent decision making and knowing when to escape matters.
• Strong verbal and written communication skills.
• Exceptional organization skills.
• Experience with discretion/confidentiality.
• A high level of professionalism and maturity.

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