Front Desk Administrative Assistant

About the company

Collegis Education is a marketing and technology solutions partner focused on higher education. The organization works with colleges and universities to improve enrollment, strengthen student outcomes, and run operations more efficiently. Built on long-standing experience in the education sector, it supports institutions with data-led services designed to help them grow and better serve students. Its infrastructure currently reaches more than 40,000 students across the country.

Role overview

The Front Desk Administrative Assistant is an independent, hands-on role responsible for keeping the office running smoothly. This position handles front desk reception, communications, mail and package distribution, conference room coordination, and a range of general administrative and facility-related tasks. The role calls for a polished, professional presence, strong people skills, and the ability to work with minimal oversight. The schedule is flexible, offering 20-30 hours each week, mainly between 8:30 am and 5:00 pm from Monday through Thursday. Although the job is based in the office, it also requires a cooperative mindset, strong organization, and practical problem-solving.

Responsibilities

• Welcome guests and create a professional, friendly first impression at the front desk.
• Receive, sort, and distribute mail, packages, and voicemail messages in a timely and accurate way.
• Handle incoming calls on the main phone line, directing them appropriately and recording messages when necessary.
• Work with office management and building staff to resolve facility-related issues.
• Keep kitchens and break areas neat, clean, and well maintained.
• Order, organize, and replenish office and kitchen supplies as needed.
• Oversee office equipment such as copiers and printers so they remain stocked and functional.
• Request building access cards and prepare employee nameplates.
• Arrange FedEx and courier pickups and deliveries to support timely shipping needs.
• Secure the office at the end of the day by locking doors and protecting sensitive areas.
• Coordinate meal orders for meetings and handle setup and cleanup.
• Follow information security guidelines and escalate any security-related concerns.
• Maintain conference rooms and breakrooms so they stay orderly and supplied.
• Build strong working relationships with coworkers and leadership.
• Assist with other administrative and project-related assignments as needed.

Requirements

• Prior experience in a corporate or administrative setting is preferred.
• Working knowledge of Microsoft Office, with particular strength in Outlook.
• Strong verbal, written, and interpersonal communication abilities.
• Well-developed organizational and time management skills.
• Careful attention to detail and dependable follow-through.
• Comfort managing shifting priorities and several tasks at once.
• Professional demeanor and presentable appearance.
• Ability to handle confidential information with discretion.
• Good judgment, initiative, and the ability to work with limited supervision.
• Associate’s degree is preferred, though not mandatory.

Perks and benefits

• Flexible working arrangement with remote or hybrid possibilities.
• Chance to be part of a collaborative, innovative workplace.
• Opportunities for professional development and career growth.
• Supportive culture that values diversity and inclusion.
• Competitive pay structure.
• Paid time off and holiday benefits.
• Health, dental, and vision insurance options where available.

Equal opportunity

Collegis Education states that it is an equal opportunity employer and is committed to an inclusive workplace. Hiring decisions are made without regard to race, color, creed, religion, national origin, sex, age, marital status, disability, public assistance status, veteran status, or sexual orientation. The company encourages fair consideration for all qualified candidates and emphasizes an equitable environment where employees can succeed.

Schedule and work details

This role is set for 20-30 hours per week, with the main working window being 8:30 am to 5:00 pm, Monday through Thursday.