Administrative Assistant

Job Description

Job Description

Briljent is seeking a professional and highly organized Administrative Assistant to support a large project office environment. This individual will serve as the primary point of contact for employees, clients, vendors, and visitors while ensuring the day-to-day operations of the office run efficiently.

The ideal candidate will have strong administrative, customer service, and organizational skills with the ability to manage multiple priorities in a fast-paced environment. This role requires a proactive individual who can anticipate needs, solve problems independently, and provide exceptional support to both office staff and project leadership.

Schedule: Monday–Friday, 8:00 AM – 5:00 PM (45 hours per week)
Work Arrangement: Fully Onsite

Essential Duties & ResponsibilitiesReception & Visitor Services

• Serve as the first point of contact for employees, clients, vendors, and visitors.
• Greet and assist visitors while maintaining a professional and welcoming office environment.
• Issue visitor badges and temporary access passes.
• Maintain visitor logs and enforce office security procedures.
• Assist employees with badge-related issues and manage badge inventory.
• Escort visitors as needed.

Office Operations & Administration

• Provide administrative support for a project office supporting up to 200+ staff members.
• Manage incoming and outgoing mail, packages, and deliveries.
• Submit and track building maintenance requests.
• Operate office workspace and conference room reservation systems.
• Coordinate with other office locations regarding resources, support, and events.
• Maintain office records, calendars, and operational documentation.

Facilities & Office Management Support

• Monitor and replenish office, kitchen, and breakroom supplies.
• Ensure refreshment equipment remains clean, operational, and adequately stocked.
• Coordinate vendor service requests as needed.
• Maintain required workplace postings and office compliance documentation.
• Support health, safety, and facility policies and procedures.
• Address and triage facility and technology-related requests.

Executive & Event Support

• Manage calendars and coordinate meetings for project leadership, including Partners and Managing Directors.
• Coordinate conference rooms, meeting logistics, and scheduling.
• Assist with project-wide communications and announcements.
• Order and coordinate catered meals and refreshments.
• Plan and coordinate office events, meetings, conferences, receptions, and other functions.
• Attend meetings as needed and provide administrative support.

Requirements

• Minimum of 3 years of experience as a Receptionist, Administrative Assistant, Executive Assistant, Office Coordinator, or similar administrative support role.
• Experience supporting a large corporate office environment and/or executive leadership teams.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent interpersonal, verbal, and written communication skills.
• Strong customer service skills with the ability to interact professionally with employees, executives, clients, and visitors.
• Ability to prioritize multiple tasks and manage competing deadlines.
• Strong organizational and time management skills.
• Ability to work independently and take initiative.
• Ability to adapt to changing priorities and evolving business needs.
• Ability to work effectively in a team-oriented environment.
• Must be legally authorized to work in the United States without sponsorship now or in the future.

Preferred Qualifications

• Experience coordinating executive calendars and meetings across multiple time zones.
• Experience managing conference room scheduling and meeting logistics.
• Experience planning and coordinating office events and corporate functions.
• Prior experience supporting senior executives, Partners, Managing Directors, or C-suite leadership.
  
  
  Physical Requirements & Environmental Conditions: An employee must meet these physical demands to successfully perform the essential functions of this job. Employee is regularly required to talk or hear, sit, stand, and utilize technology tools such as a laptop computer for extended periods of time. Specific vision abilities include close vision and the ability to adjust focus. This position requires the ability to occasionally lift up to 20 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  
  Briljent is a solutions-based company. Solutions come from creative ideas; ideas come from being creative with differences. Briljent believes diversity and inclusion are critical to the success of the company. Employment at Briljent is based on merit and professional qualifications. We do not discriminate against any employee or applicant because of race, creed, color, religion, gender, sexual orientation, national origin, disability, age, veteran status, marital status or any other basis protected by federal, state or local law, regulation or ordinance.