Executive Assistant/ Receptionist
Fulltime Position
Job Purpose :
The Executive Assistant & Receptionist will provide comprehensive administrative support to the Head of Team they are assigned to. Moreover, he/she will serve as the first point of contact for visitors and callers, creating a positive impression of the company. The Executive Assistant & Receptionist will handle incoming calls, greet guests, and provide general administrative support to the business to ensure smooth operations within the office.
Job Profile :
Front Desk Operations:
- Greet and welcome visitors, ensuring they are properly directed to the appropriate person or department.
- Answer and screen incoming calls, providing information or redirecting as necessary.
- Manage the reception area, ensuring it is clean and tidy.
Administrative Support:
- Perform general administrative tasks such as data entry, photocopying, and filing.
- Sort and distribute mail, packages, and deliveries.
- Coordinate and manage the agenda of the Head of Team, including arranging appointments, meetings, and travel arrangements.
- Prioritize and schedule conflicting demands
- Coordinate logistics for meetings, including booking venues, arranging catering, and setting up audiovisual equipment.
- Coordinate all aspects of business travel, including booking flights, accommodation, and ground transportation.
- Prepare travel itineraries and ensure timely visa processing, if required.
- Manage the despatch book and handle invoices for office expenses
- Handle administration re courier service to Geneva office
Visitor and Guest Support:
- Inform employees of visitor arrivals and direct guests to meeting rooms.
- Provide information and assistance to visitors, addressing their inquiries or concerns.
Communication Management:
- Receive and relay messages accurately and promptly.
- Respond to emails, inquiries, and requests for information.
Relationship Management:
- Build and maintain positive relationships with internal and external stakeholders.
- Act as a liaison between the Head of Team and staff, clients, and partners.
Candidate Profile
- Diploma or some post School qualification
- Minimum 3 years of experience as an executive assistant & receptionist or in a similar role.
- Excellent organizational and time management skills.
- Strong verbal and written communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to handle sensitive and confidential information with integrity.
- Strong attention to detail and problem-solving abilities.
- Ability to multitask and prioritize tasks effectively