Front Office Assistant Executive

Position Summary

first point of contact

Key Responsibilities

1. Front Office Management & Client Experience

• First Impression:

  Warmly greet and welcome all visitors, clients, and guests, directing them appropriately while maintaining strict sign-in/sign-out procedures and confidentiality.

• Communication Hub:

  Professionally manage the multi-line phone system, directing calls, taking accurate messages, and handling general inquiries with confidence.

• Presentation:

  Ensure the reception area, meeting rooms, and executive spaces are consistently clean, organized, and professionally presentable.

• Vendor & Courier Liaison:

  Manage incoming and outgoing mail, packages, and couriers, maintaining logs and coordinating efficient deliveries.

2. Administrative & Operational Support

• Scheduling:

  Manage meeting room bookings and coordinate complex scheduling for internal teams, ensuring no conflicts occur.

• Document Control:

  Assist with filing, data entry, photocopying, scanning, and maintaining electronic and hard-copy administrative records.

• Stock Management:

  Monitor and manage inventory of office supplies, stationery, and kitchen items, placing timely orders to prevent shortages.

• Travel Coordination:

  Assist executives and staff with minor travel arrangements, including local taxi bookings, and coordinating airport transfers when required.

3. Technology & Security Oversight

• Access Control:

  Manage access cards and visitor passes, ensuring strict adherence to building security protocols.

• Basic IT Troubleshooting:

  Provide basic support for office equipment, including ensuring printers, copiers, and video conferencing equipment are operational before meetings.

• Communication Tools:

  Utilize internal software (CRM, ERP, or internal communication platforms) for data entry, status updates, and logging visitor information.

Required Skills & Experience

• 01 years of experience in a Front Office, Receptionist, or Executive Assistant role.

• Exceptional Interpersonal Skills:

  A friendly, positive, and polished demeanor with a strong focus on professional customer service.

• Strong Verbal Communication:

  Clear, articulate telephone and in-person communication skills.

• Organizational Acumen:

  Excellent organizational and time management skills with the ability to handle multiple tasks simultaneously.

• Technical Proficiency:

  Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable utilizing office technology and basic troubleshooting.

Key Attributes

• Reliable:

  Strong sense of responsibility and punctuality.

• Proactive:

  Ability to anticipate needs (e.g., preparing a room before a meeting is requested).

• Discreet:

  Proven ability to handle sensitive information with confidentiality.