Receptionist, Executive Assistant Job at Closet Factory Oklahoma & Bentonvil

Job Title: Receptionist | Executive Assistant

Location: Closet Factory ~ Oklahoma City, Oklahoma

Job Type: Full-Time (M-F, with occasional weekend, depending on event, etc)

Overview: We are seeking a professional and personable Receptionist/Executive Assistant to join our team and provide exceptional support while ensuring a smooth and welcoming office environment.

Position Overview: The Receptionist/Executive Assistant will be the first point of contact for our clients and visitors, as well as provide comprehensive administrative support to senior executives. This role requires a polished individual with excellent organizational skills, exceptional communication abilities, and a strong ability to manage multiple tasks efficiently in a fast-paced environment.

Key Responsibilities:

Reception Duties:

• Greet and assist clients, visitors, and guests with a professional and friendly demeanor.
• Manage incoming calls and emails, directing them to the appropriate departments or individuals.
• Handle sensitive and confidential information with discretion and professionalism.
• Maintain a clean and organized reception area, ensuring a welcoming atmosphere for clients and visitors.

Executive Assistance:

• Provide high-level administrative support to executives, including managing calendars, scheduling meetings, and arranging travel.
• Prepare and edit correspondence, reports, and presentations as needed.
• Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
• Assist with special projects and perform research to support executive initiatives.

Office Management:

• Oversee the ordering and maintenance of office supplies and equipment, ensuring functionality and availability.
• Manage office filing systems, both physical and digital, ensuring accurate and organized record-keeping.
• Coordinate with external vendors and service providers to ensure the smooth operation of office functions.
• Assist in organizing company events, client meetings, and other activities as required.

Client Relations:

• Build and maintain positive relationships with clientele, ensuring their needs and expectations are met with professionalism and efficiency.
• Address client inquiries and concerns promptly and effectively, always providing exceptional customer service.

Qualifications:

• Proven experience as a receptionist or executive assistant, preferably in a corporate environment.
• Exceptional communication skills, both written and verbal, with a strong command of professional etiquette.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with project management software and CRM systems is highly desirable.
• Familiarity with office equipment (copiers, fax machines, etc.) and digital communication tools (e.g., Zoom, Microsoft Teams, Social Media Platforms).
• Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
• Strong attention to detail and ability to maintain confidentiality.
• Positive, proactive attitude with the ability to handle high-pressure situations calmly and efficiently.
• A high degree of professionalism and discretion in handling confidential information.
• Bilingual is a plus (but not required)

Education and Experience:

• High school diploma or equivalent; associate’s degree or higher preferred.
• Minimum of 2-5 years of experience in a receptionist or executive assistant role.
• Experience working with high-end clientele is highly desirable.

Benefits:

• Competitive pay & benefits
• Professional development opportunities
• The ability to grow into other roles within the company

Closet Factory is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.