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