Executive Assistant/ Receptionist

Port Louis, Mauritius
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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

    Interested?
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    Application : Executive Assistant/ Receptionist

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