Receptionist / Executive Assistant

Job Description

Calendar & Scheduling Management: Effectively manage and organize the executive’s calendar, prioritizing appointments to maximize productivity.

• Communication Management: Draft, review, and send communications on behalf of the executive/s. Ensure clear and timely messaging in all correspondence
• Meeting Preparation & Coordination: Organize and prepare materials for meetings, including gathering documents and handling logistics. Capture and distribute meeting minutes as needed
• Phone & Email Support: Screen and respond to phone calls, relay messages, and prioritize emails, responding on behalf of the executive when necessary
• Travel Coordination: Arrange all travel logistics, including transportation and accommodation, and manage travel approvals
• Records & Document Maintenance: Maintain organized records and documents for the executive, ensuring easy accessibility and security
• Expense Management: Handle expense reporting and tracking, with attention to accuracy and timeliness
• Visitor Logistics & Hospitality: Manage logistics for visitors, ensuring a seamless and welcoming experience
• Follow-Up Assistance: Support the executive/s by tracking key follow-ups, delegating travel approvals, and coordinating any additional needs
  
  

Qualifications

• Education: Bachelor’s degree in a relevant field, or an equivalent blend of education and experience
• Experience: Typically 5+ years of experience in administration, reception, or executive support roles
• Expertise: Demonstrated proficiency in administrative tasks and executive support, with strong analytical abilities
• Skills: Adept in organizational and communication skills, with attention to detail and multitasking capabilities
• Continuous Learner: Stays up-to-date with industry trends and advances in technology, demonstrating a commitment to ongoing professional growth
  
  

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