Job Details

Job Description

Description:

Job Purpose

The Executive Receptionist will be responsible of handling administrative duties of executives, scheduling and arranging meetings, making travel arrangements, and performing secretarial tasks. Taking responsibility of answering and routing calls to appropriate personnel, greeting and assisting visitors, handling occasional customer complaints, ensuring maintenance of conference and meeting halls, providing assistance to Executive Assistant and orchestrate all necessary support functions and administrative responsibilities as needed to maintain an impeccable office environment

Summary of Key Responsibilities:

• Answering telephone calls, ensuring all calls are either transferred to the relevant person or to their voicemail in the case they are not in the office or taking and passing on any messages in a prompt and efficient manner
• Responsible for maintaining records for clients from varies work fields.
• Prepare invoices, reports, memos, letters, financial statements, and other documents, Answer phone calls and direct calls
• Conduct research, compile data and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Attend meetings to record, transcribe, and distribute minutes of meetings.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material
• Responsible for maintaining records for clients from varies work fields.
• Coordinated and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.
• Organising taxis and lunches and catering as and when required
• Managing meeting room bookings through the digital diary
• Informing staff of client meetings and available meeting rooms
• Suggesting changes in current processes and procedures to assist in efficient service delivery
• Order front office supplies and keep inventory
• Reception housekeeping daily ensuring the area is clean and tidy at all times and stocked with newspapers and periodicals and company literature
• Ability to deal with emergencies in a timely and effective manner, while streamlining office operations.
• Assisting colleagues in completing any administrative tasks

Required Skills and Competences

• Excellent oral and written communication skills
• Attention to detail
• Team Player
• Pleasant Personality
• Strong organizational Skills
• Multitasking abilities
• Problem solving skills
• Creative
• Sober minded
• Quick leaner

Primary Areas of Accountability: