Receptionist/Administrative Assistant (West Palm Beach, FL)

Citizens Private Bank located in West Palm Beach is seeking a proactive, professional, client-ready presence, and highly organized Receptionist/Administrative Assistant to serve as the central hub of daily activity in the office. This role focuses on ensuring smooth front‑of‑house operations, maintaining a well‑run workplace, and delivering an exceptional experience to colleagues, clients, and visitors. The ideal candidate is friendly, reliable, resourceful, organized and energized by creating order, solving problems, and keeping the office running seamlessly.

Primary responsibilities include

• Front Desk & Visitor Management:
• Serve as the primary point of contact for all visitors, clients, vendors, and deliveries.
• Maintain a warm, professional, and polished front desk environment at all times.
• Coordinate with building security to ensure guests are properly registered and escorted.
• Manage conference room reservations and maintain room readiness throughout the day.
• Monitor office foot traffic and ensure visitors are directed to the appropriate teams (Wealth Management, Relationship Managers, Private Bank, Trust, etc.).
   

Office Operations & Facilities Support

• Oversee day‑to‑day office operations to keep the workspace clean, functional, and well‑organized.
• Act as liaison between our teams and building/property management for maintenance, repairs, and service requests.
• Monitor and restock office, break room, and kitchen supplies (including marketing materials, snacks, and basic equipment).
• Support office safety procedures, emergency response protocols, and business‑continuity logistics.
• Perform daily walkthroughs to ensure all common areas are tidy, stocked, and functioning properly.
• Track facility issues, escalate as needed, and follow through to resolution.

Operational & Administrative Support

• Handle incoming calls, route inquiries, and support general office communication flow.
• Assist with incoming/outgoing mail, shipping, and courier services.
• Maintain office equipment (copiers, printers, scanners) and coordinate service when necessary.
• Support vendor coordination — cleaners, maintenance techs, IT, food service, etc.
• Update internal office directories, seating charts, and office access lists.

Help onboard new hires by preparing desk setups, badges, supplies, and office orientation.
Event & Coordination Support

• Assist with small office gatherings, team meetings, and in‑office events — room setup, catering, supplies, and cleanup.
• Support occasional special projects related to workplace experience, office improvements, or process enhancements.
• Assist with general administrative duties such as scanning, filing, printing, formatting basic documents, and managing shared inboxes.
• Provide backup calendar assistance only as needed for office‑wide logistics (not dedicated executive support).
• Help maintain internal tracking sheets, logs, or simple reports related to office operations.
   

Education, Certifications and/or Other Professional Credentials

• 2–3+ years of experience in a receptionist, office coordinator, or hospitality/front‑of‑house role. Experience within the financial services sector is highly preferred and will strongly considered.
• Strong interpersonal skills — friendly, calm, and customer‑focused.
• Highly organized with strong attention to detail and the ability to anticipate office needs independently.
• Comfortable managing multiple tasks and shifting priorities throughout the day.
• Proficiency with Microsoft Outlook, Teams, Word, Excel; ability to learn internal systems quickly.
• Professional presence with excellent verbal communication skills.
• Ability to remain composed during busy periods and handle unexpected issues efficiently.
• Reliable, punctual, and committed to supporting a high‑quality workplace environment.
• Bachelor’s Degree preferred
• Salesforce, Oracle, Microsoft Outlook and Teams, Word, Excel, PowerPoint

Hours & Work Schedule
Hours per Week: 40 
Work Schedule: In office position; Monday-Friday
For an overview of our benefits, visit https://jobs.citizensbank.com/benefits. Responsible for providing high level administrative and secretarial support for a department or group of individuals. Responsibilities may include, but are not limited to: coordination of meetings, ordering of supplies and equipment, coordination of other assistants, payroll for staff eligible for overtime, and overtime reports. Incumbents will spend substantial time performing clerical duties. Position requires excellent organizational skills, and the ability to handle multiple tasks simultaneously. Support responsibilities may include data input, data processing and / or data verification for routine processes, with associated filing and / or distribution of related materials.