Job Summary

The Administrative Assistant serves as the primary point of contact at the corporate reception desk, ensuring a welcoming and professional environment for visitors and staff. This role manages reception duties and office operations while providing additional support to the Human Resources and Executive Assistant team. Responsibilities include greeting guests, handling mail and deliveries, coordinating catering, processing expense reports, and maintaining office supplies. The ideal candidate is organized, detail-oriented, and committed to delivering exceptional service.

Corporate Reception

• Ensures the reception area is kept tidy and presentable, with all necessary materials.
• Welcomes visitors, members, and employees with professionalism and warmth; assesses the purpose of their visit and directs them to the appropriate contact or branch with prompt and courteous service.
• Upholds office security by adhering to procedures and managing access through the reception desk (visitor sign-in sheet, issuance of visitor badges, etc.).
• Performs administrative and clerical support including filing, document preparation, and data entry, as needed.
• Handles incoming calls - answering, screening, and directing them to the appropriate team member, or taking and relaying messages - ensuring accurate and professional communication.
• Accepts incoming mail, FedEx, Loomis and other business-related deliveries. Supports Facilities, as needed, in receiving other deliveries.
• Orders and organizes office supplies; maintains replenishment of inventory.
• Provides support for select events such as board meetings, employee engagement (wellness, volunteer, organization-wide meetings/celebrations), as needed.
• Performs other duties assigned.

Human Resources Support

• Prepare and process expense reports in compliance with company policies.
• Assists with planning and execution of HR events such as benefits enrollment, wellness, volunteer, donation drives, and employee recognition.

Executive Assistant Team Support

• Assist with scheduling/coordinating calendars for the executive team – including meetings, events, and travel.
• Assist with coordination of catering for meetings, events, and executive functions.

Job Requirements and Qualifications:

• High school diploma or equivalent required. Some college, preferred.
• Previous Receptionist or Administrative Assistant experience, preferred.
• Previous experience in the financial industry, preferred.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite or related software.
• Exceptional customer service skills and professional phone manner.
• Schedule requirements: M-F, 8am-5pm.
• All Firstmark team members must mirror our shared values: Happy, Helpful, Honest, Humble, and Hungry (driven).

Building tomorrow starts with you!

At Firstmark Credit Union, we’re working together with our members to build their tomorrow — and we do the same for our employees. From your first day, you’ll enjoy comprehensive medical, dental, and vision coverage, a dollar for dollar 401(k) match, and up to four weeks of paid time off to rest and recharge. We invest in your growth through education assistance, support your well-being with our Employee Assistance Program, and encourage you to make a difference with paid and unpaid volunteer opportunities.

Here, you’ll find more than a career — you’ll find purpose, belonging, and a community that cares.