Front Office Administrator

About Athena

Athena is a creative place for leaders, risk-takers, creative thinkers and boundary-pushers. We partner with organizations looking to transform their presence, reputation, and performance. For over ten years, we’ve delivered business insights, marketing strategies, and brand activations for leading organizations in industries ranging from telecommunications to major league sports.   

Our people make Athena, Athena. They’re what help set us apart from traditional ad agencies and consultancies. As a Philadelphia Inquirer Top Workplace for three years running, we take pride in fostering a work environment where passion meets excellence. Our people are solutions-oriented individuals who eagerly roll up their sleeves to make work that works while sharing a couple of laughs along the way.    

About the Position

Athena is seeking a Front Office Administrator to be the first point of contact for visitors and provide key administrative support for smooth daily operations. This role ensures a welcoming, professional environment while assisting with office coordination and communications. 

What you'll contribute to:

Front Desk & Visitor Management 

• Greet and assist visitors, ensuring a warm and professional experience 
• Manage visitor check-in and maintain accurate visitor logs
• Coordinate with internal teams for meeting room availability and visitor needs
• Support facility-related requests and issues

Phone & Communication Support 

• Answer and direct incoming calls promptly and professionally
• Handle general inquiries and route calls or messages to the appropriate team members
• Monitor and respond to front desk emails

Scheduling & Coordination 

• Assist with booking conference rooms and managing meeting calendars
• Support coordination of in-office appointments and vendor visits

Mail & Deliveries 

• Receive, sort, and distribute incoming mail and packages 
• Prepare outgoing mail and shipments as needed

Office Support 

• Expense reimbursement and submission for select senior executives 
• Maintain a tidy and organized reception area
• Assist with light administrative tasks such as filing, scanning, and data entry
• Operate and troubleshoot audiovisual (AV) equipment in conference rooms, providing light technical support to employees as needed to ensure smooth meeting experiences
• Own kitchen responsibilities, including unloading the dishwasher, maintaining fridge cleanliness, and ensuring kitchen areas are organized and stocked
• Office Supplies: Provide support for office supply requests and assist in maintaining inventory when needed 

Event Assistance 

• Help set up and break down for meetings and office events
• Coordinate refreshments for guests and internal gatherings

The skills and experience you should bring:

• Excellent verbal and written communication skills
• Strong interpersonal skills with a customer-service mindset 
• Ability to manage multiple tasks in a fast-paced environment 
• Proficiency in MS Office (Outlook, Word, Excel)  
• Highly organized and detail-oriented  
• Previous experience in a receptionist or administrative role preferred 
• High level of professionalism and discretion 

• Medical/Dental benefits including of 1K Health Reimbursement Account
• Matching 401K
• Generous PTO policy
• Substantial Parental Leave Policy

Candidates must be willing to work in-person (5 days on-site) in our Philadelphia, PA office.

Curious about your career path at Athena? This role is within a rapidly growing department and the right candidate can excel, produce great work, and have an immediate impact on Athena’s social product culture and growth.   

Oh, and our application process is open, easy, as transparent as we can make it, and painless. We need team members like you to join us! Let’s get started.  

Athena is an equal opportunity/affirmative action employer committed to a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regards to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status or any other basis prohibited by law. If you are an individual with a disability and need assistance in applying for a position, please contact us at 866.299.6040 or at AthenaGlobalAdvisors.com.