Executive Assistant cum Receptionist

Front Office Executive & Executive Assistant

Overview

The Front Office Executive & Executive Assistant will act as the first point of contact for visitors, clients, and employees while also providing executive-level administrative support to senior management. This role requires exceptional communication skills, professionalism, and the ability to manage multiple tasks including calendar management, travel coordination, and confidential documentation. The ideal candidate will create a positive first impression for the organization while ensuring smooth operational and executive support functions.

Key Responsibilities

Reception & Visitor Management

• Welcome and greet visitors, clients, and employees in a professional and friendly manner
• Manage visitor registration system and maintain visitor logs
• Issue visitor badges and escort guests to appropriate meeting rooms or personnel.
• Handle client arrivals for meetings, demos, and presentations.
• Coordinate with internal teams for visitor arrangements and refreshments.
• Maintain reception area cleanliness and professional appearance.

Communication Management

• Answer and route incoming calls professionally using a multi-line phone system.
• Take accurate messages and ensure timely delivery to appropriate personnel.
• Handle general inquiries about company services and office hours.
• Manage company email inbox and forward inquiries to relevant departments.
• Coordinate video conferences and virtual meetings for clients and teams.

Executive Assistant Support

• Manage calendars, schedule meetings, and organize appointments for senior management.
• Coordinate travel arrangements including flights, hotels, visas, and local logistics.
• Prepare agendas, presentations, and meeting minutes for executive meetings.
• Act as a liaison between executives, internal teams, and external stakeholders.
• Maintain confidentiality of sensitive information and executive documentation.
• Track deadlines, follow-ups, and ensure timely completion of tasks assigned by management.

Administrative Support

• Manage meeting room bookings and conference schedules.
• Coordinate with facilities team for room setup, AV equipment, and catering.
• Handle courier services, mail distribution, and package management.
• Maintain office supplies inventory and coordinate with the procurement team.
• Support HR team with employee onboarding documentation and processes.

Client Support Services

• Assist visiting clients with technical setup for presentations and demos
• Coordinate with sales and technical teams for client meeting requirements.
• Manage client feedback forms and satisfaction surveys.
• Handle basic IT support requests and escalate to the technical team when needed.
• Maintain client contact database and update visitor information.

Documentation & Record Keeping

• Maintain accurate visitor logs and security compliance records
• Update employee contact directory and organizational charts.
• Manage office keys, access cards, and security protocols
• Assist with document scanning, filing, and digital record management.
• Support compliance activities and audit documentation requirements.

Event Coordination

• Assist in organizing company events, team meetings, and client presentations.
• Coordinate with external vendors for office events and celebrations.
• Manage event logistics including venue setup, catering, and equipment.
• Support marketing team with event promotion and attendee management.

Required Qualifications

Education

• Bachelors degree in Business Administration, Communications, or related field.
• Diploma in Office Management or Secretarial Studies preferred.
• Professional certification in Computer Applications (MS Office, etc.).

Experience

• 35 years of experience in front office, executive assistant, or administrative roles.
• Prior experience in IT company or corporate environment preferred
• Experience in calendar management, travel coordination, and executive support.

Technical Skills

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with CRM systems and visitor management software.
• Knowledge of video conferencing tools (Zoom, Teams, WebEx).
• Familiarity with office equipment (printers, scanners, photocopiers).
• Basic understanding of IT terminology and services.

Soft Skills

• Excellent verbal and written communication skills in English.
• Professional appearance and demeanor.
• Strong interpersonal and customer service skills.
• Ability to multitask and work under pressure.
• Attention to detail and organizational skills
• Strong problem-solving abilities and initiative-taking mindset.
• Ability to handle confidential information with discretion.