Executive Assistant / Receptionist

Key Responsibilities

Reception & Front Office

• Welcome clients and visitors in a professional and courteous manner.
• Answer, screen and direct incoming telephone calls
• Manage the reception area and meeting rooms to ensure a professional and welcoming environment.
• Receive incoming mail, courier deliveries and deliveries from service providers, and notify the relevant personnel.
• Arrange outgoing courier services.
• Coordinate visitor arrivals and direct them to the relevant meeting room or staff member.
• Prepare refreshments for clients and meetings.
• Ensure meeting rooms are neat and ready before and after meetings.
• Provide general front-office support to facilitate the smooth day-to-day operation of the office.

Executive Assistant Support

• Manage the Director's calendar, appointments and meeting schedule.
• Coordinate meetings and prepare meeting arrangements.
• Organise travel bookings and itineraries when required.
• Prepare meeting papers and presentation materials.
• Draft routine correspondence and assist with document preparation.
• Monitor follow-up items and remind the Director of important deadlines and appointments.
• Handle confidential information with discretion.

Office Administration

• Maintain office stationery, pantry supplies and general office inventory.
• Liaise with building management and external service providers.
• Coordinate office maintenance and repairs when required.
• Assist in organizing company meetings, training sessions and client events.
• Perform general administrative duties to support the smooth operation of the office.

The role does not involve providing accounting, tax or corporate secretarial services.

Requirements

• Diploma, Higher NITEC or equivalent qualification.
• At least 2 years' experience in a Receptionist, Personal Assistant, Executive Assistant or Office Administration role.
• Good spoken and written English.
• Pleasant personality with strong interpersonal and communication skills.
• Professional telephone etiquette and customer service skills.
• Well organized with good attention to detail.
• Proficient in Outlook & Excel
• Trustworthy and able to maintain strict confidentiality.

Personal Attributes

Weare looking for someone who is:

• Friendly, confident and approachable.
• Well-presented and professional.
• Proactive and willing to take initiative.
• Organized and dependable.
• Calm under pressure.
• A good team player with a positive attitude.

What We Offer

• Competitive salary based on experience.
• Five-day work week.
• Friendly and professional working environment.
• Opportunities to learn and grow in a professional advisory firm.
• Exposure to senior management and a wide range of business clients.
• A varied role combining executive support, client interaction and office administration.

If you enjoy working in a professional environment and take pride in delivering excellent service, we would be pleased to hear from you.