Receptionist & Office Administrator

For over a decade, our award-winning nonprofit academy and working production studio has been preparing young adults on the autism spectrum for careers in animation and the digital arts.

Exceptional Minds develops a diverse and inclusive workforce of thoughtful and talented artists once on the margins, who now have what every young professional seeks - dignity, hope, and a command of the skills and tools necessary to lead successful careers.

Title: Receptionist and Office Administrator

FLSA Classification: Non Exempt

Job Type: Full Time, approx. 30hrs/week

Department: Administration

Date: July 2026

Summary/Objective

Exceptional Minds is seeking a highly organized and proactive Receptionist and Office Administrator to support our organization. This includes support of the CEO and Executive Team. This full-time, on-site position is integral to ensuring the smooth operation of our administrative offices.

In addition to managing reception duties, the ideal candidate will be a skilled multitasker who can manage scheduling, coordinate meetings, prioritize emails, and assist with special assignments. The successful candidate will be presentable and friendly, with outstanding people / communication skills.

Essential Functions

• Ensure the security and safety of the reception area. This includes maintaining office security by following safety procedures and controlling access via the reception area.
• Greet guests, staff, students, prospective families, parents, and graduates with a professional and positive demeanor. You are our first impression as an organization.
• Facilitating equipment sign-out and tracking with students/staff.
• Receive mail, documents, packages, and courier deliveries and deliver or distribute items to their respective location(s).
• Ensure the reception area is set up in the morning in a clean and presentable manner, with all necessary stationery and materials (e.g., pens, forms, and brochures). TV monitors are turned on with EM digital materials/videos.
• Monitor, answer, screen, and direct phone calls and emails; take messages as necessary and deliver them in a timely fashion.
• Responsible for supply & inventory management & distribution of our shared communal spaces.
• Restocking/cleaning of communal supplies and areas, including kitchen and bathrooms.
• Arrange and coordinate meetings, including preparing agendas, organizing logistics (both virtual and in-person), and logging minutes when necessary.
• Serve as point of contact for staff for facilities maintenance requests, repairs, and related needs; submits maintenance requests through the property management portal and follow up on their completion – make sure any operational disruptions due to the above are communicated widely as soon as possible.
• Maintain positive communication and a professional demeanor with students, staff, visitors, and prospective families.
• Attend meetings as necessary to be knowledgeable and current on school activities, programs, and events related to the academic calendar.
• Assists with various special projects as assigned by the CEO and CAO, including marketing initiatives, research tasks, and event planning.
• Database assistance across all departments as needed
• Performs other duties as assigned.

Required Experience and Qualifications

• High School Diploma or equivalent is required.
• Basic understanding of administrative and clerical procedures and systems.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Calendar) and Zoom.
• Ability to work independently and maintain a high level of discretion.
• Excellent interpersonal and customer service skills.
• Ability to be resourceful and proactive when issues arise.

Preferred Experience and Qualifications

• Bachelor’s degree in communication or a related field. Can be supplemented through relevant work experience.
• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Exceptional organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Strong written and verbal communication skills.
• Experience in or knowledge of the entertainment industry, marketing, or non-profit sector is a plus.
• Experience working with individuals with ASD is a plus.
• A genuine interest in supporting the mission of Exceptional Minds.

We are an equal-opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform critical job functions, and to receive other benefits and privileges of employment. Please contact us to request an accommodation.