Front Desk Administrative Assistant

Our most valuable asset is our people.

At ZS we honor the visible and invisible elements of our identities, personal experiences and belief systems-the ones that comprise us as individuals, shape who we are and

make us unique. We believe your personal interests, identities, and desire to learn are part of your success here. Learn more about our diversity, equity, and inclusion efforts and the networks ZS supports to assist our ZSers in cultivating community spaces, obtaining the resources they need to thrive, and sharing the messages they are passionate about.

ZS's Corporate Enterprise Functions operate the firm's core internal functions. Our global teams comprise team-oriented, pragmatic and results-driven people who thrive in a challenging work environment. Our people come from diverse backgrounds but share a passion for quality customer service and dedication-whether our customer is a client or another ZS employee.

Administrative Services provides support services to ZS professionals as they complete their work. The administrative services team provides administrative support, travel-planning operations, catering coordination and facilities management.

FRONT DESK ADMINISTRATIVE ASSISTANT

We seek an experienced administrative professional who is organized and energetic, with superb interpersonal skills for our San Diego office. The Front Desk Administrative Assistant performs administrative support functions and operations for several consulting professionals within the office, and performs operations duties for the front desk, breakroom, supply room, and general office space.

Administrative Support:

• Increase managers' productivity (screening calls, interacting with vendors and clients, and email correspondence).

• Provide scheduling support to multiple individuals (appointment, calendar and meeting management).
• Prepare domestic and international travel logistics (itineraries, visas, etc.).
• Coordinate internal and external meetings/activities (i.e. facility reservation and set-up, hotel accommodations, catering, etc.).
• Prepare and organize documents for client proposals and presentations as needed (contract tracking, printing, organizing and archiving meeting / support materials).
• Complete administrative processes (time and expense reports).
• Address problems and troubleshoot with internal and external stakeholders.
• Hours are 8:00 am - 5:00 pm or 8:30am-5:30pm.

Front Desk Support:

• Front desk reception (answering phones, greeting visitors, handling deliveries).

• Scheduling and preparing conference rooms in a professional setting.
• Assists with visitor management.

Operations Support:

• Stock and maintain inventory of office, printer, and meeting room equipment/supplies.
• Stock and maintain inventory of kitchen and pantry supplies.
• Maintain meeting room facilities.
• Set up/breakdown meetings and events.
• Distribute mail and packages.
• Perform various kitchen duties (e.g., run/unload the dishwasher, wipe down kitchen, etc.), as needed.
• Reset and stock team rooms, phone rooms, and conference rooms.
• Assist with copying projects, as requested.
• Complete special projects as needed.
• Log building maintenance requests.
• Assist office manager with purchasing card reconciliation and office spend tracking.
• Assist with office events and service initiatives.

Qualifications:

• High school diploma required; post-secondary education or Associate's/Bachelor's degree preferred.
• 1-3 years prior work experience as an Administrative Assistant, preferably in a professional services environment.
• Computer fluency with MSOffice (Word, PowerPoint, Excel and Outlook), SAP and Concur desirable.
• Strong oral and written communication skills.
• Professional appearance and demeanor with ability to exercise good judgment and discretion.
• Attention to detail, dependability/punctuality.
• Proactive self-starter with ability to manage a wide variety of tasks and meet deadlines.
• Experience working both independently and with a team in a demanding environment.
• Sense of humor appreciated.
• Fluency in English is required; additional fluency in at least one European or Asian language is desirable.

Perks & Benefits:

ZS offers a comprehensive total rewards package including health and well-being, financial planning, annual leave, personal growth and professional development. Our robust skills development programs, multiple career progression options and internal mobility paths and collaborative culture empowers you to thrive as an individual and global team member.

We are committed to giving our employees a flexible and connected way of working. A flexible and connected ZS allows us to combine work from home and on-site presence at clients/ZS offices for the majority of our week. The magic of ZS culture and innovation thrives in both planned and spontaneous face-to-face connections.

Travel:

Travel is a requirement at ZS for client facing ZSers; business needs of your project and client are the priority. While some projects may be local, all client-facing ZSers should be prepared to travel as needed. Travel provides opportunities to strengthen client relationships, gain diverse experiences, and enhance professional growth by working in different environments and cultures.

Considering applying?

At ZS, we're building a diverse and inclusive company where people bring their passions to inspire life-changing impact and deliver better outcomes for all. We are most interested in finding the best candidate for the job and recognize the value that candidates with all backgrounds, including non-traditional ones, bring. If you are interested in joining us, we encourage you to apply even if you don't meet 100% of the requirements listed above.

ZS is an equal opportunity employer and is committed to providing equal employment and advancement opportunities without regard to any class protected by applicable law.

To Complete Your Application:

Candidates must possess or be able to obtain work authorization for their intended country of employment. An on-line application, including a full set of transcripts (official or unofficial), is required to be considered.

NO AGENCY CALLS, PLEASE.

Find Out More At:

www.zs.com