Temp Receptionist/Personal Assistant in Beverly Hills
We are looking for a flexible and detail-oriented Receptionist/Personal Assistant for a family office in Beverly Hills. This position will be temporary (for about 3 months), but has potential to become a permanent role. Schedule is Mon-Fri 8:30am-5:30pm. The ideal candidate is smart, intellectually curious, discreet, and has a great attitude.
Responsibilities include:
Phone Management: Monitor all calls and voice messages which come to the mainline
Kitchen Maintenance, Inventory and Restocking of Food/ Beverage Provisions + Office Supplies:
Based on inventory levels, keep a list of items to be ordered at the end of each week, sometimes on an as-needed basis as requested
All food expiry dates are checked frequently to ensure there are no expired items stocked
All consumables are organized in the pantry and storage areas and replenished multiple times each day
The coffee machine water tank is refilled multiple times daily
All countertops, tables and door handles are wiped clean throughout the day
The kitchen sink is kept clean and free of splatter and water
The coffee pods are replenished monthly or as needed
The coffee machine is descaled once monthly to ensure a smooth tasting coffee
All storage areas in the kitchen, copier room and reception area are well-organized and clean
Weekly walkthrough and inspection of all offices
Conference Room Reservations Management:
Manage reservation requests and appointments for the small and large conference rooms
When a request is received from a team member to reserve a conference room, ensure that one is available at the date/time requested. Once confirmed, add a calendar appointment to MS Outlook calendar to manage reservations and ensure they do not conflict and register visitors with security, as needed
For most executives, review calendars twice daily to check for newly added or modified meetings, assign and reserve a conference room for each and register any guests specified on the calendar invitation with security
Mail Delivery, Sorting and Handling:
Prepare and label any certified mail and tracking delivery progress, updating the sender accordingly
Prepare and ship FedEx and UPS packages domestically and internationally
Open and scan all mail unless addressed to office staff; distribute mail accordingly
Send/receive faxes
Administrative Tasks:
Greet visitors, providing parking validation, refreshments and other accommodations as needed
In-store purchases when required (produce, coffee pods, etc.)
Work with the cleaning staff to ensure cleaning requests are fulfilled
Scheduling repairs and regular services as needed
Run errands when needed
Special projects as needed
Salary: $40-$45/hr