Front Office Executive Secretary

Key Responsibilities:

1. Reception and Visitor Management

• Greet visitors and clients with a professional and friendly demeanor, ensuring a positive first impression of the company.
• Answer and direct incoming phone calls, emails, and inquiries to appropriate departments or individuals.
• Manage the visitor log and ensure security protocols are followed.
• Coordinate and schedule appointments and meetings for executives, ensuring all necessary arrangements are made (e.g., conference room bookings, catering, travel arrangements).
• Maintain and organize the reception area, ensuring it is clean, presentable, and well-stocked with necessary office supplies.

2. Executive Support

• Provide comprehensive secretarial and administrative support to senior executives, including managing calendars, scheduling meetings, and preparing meeting agendas.
• Organize and maintain executives ' files, both physical and digital, ensuring that documents are easily accessible and properly filed.
• Assist with drafting, proofreading, and formatting correspondence, reports, presentations, and other documents.
• Handle confidential and sensitive information with discretion, ensuring that company privacy and security are maintained.
• Coordinate executive travel arrangements, including booking flights, accommodations, and transportation, and preparing detailed itineraries.

3. Office Management and Administrative Duties

• Oversee the daily operations of the front office, including managing office supplies, inventory, and equipment.
• Handle incoming and outgoing mail, ensuring proper documentation and timely delivery or dispatch.
• Maintain office records and databases, ensuring accurate and up-to-date information is available for easy access.
• Assist with organizing and planning company events, conferences, and other team activities.
• Coordinate with various departments to ensure that administrative needs are met in a timely and efficient manner.

4. Communication and Coordination

• Act as a liaison between executives, clients, employees, and external stakeholders, ensuring smooth communication and follow-up.
• Ensure that internal and external communications are clear, timely, and professional.
• Take meeting minutes during key meetings and distribute them to relevant stakeholders.
• Monitor the executive s email and ensure important emails are flagged, forwarded, and responded to appropriately.
• Prepare and manage correspondence such as emails, memos, and letters, ensuring a professional tone.

5. Time Management and Prioritization

• Manage and prioritize multiple tasks simultaneously while ensuring deadlines are met and work is completed efficiently.
• Coordinate with other departments to ensure smooth workflow and timely completion of tasks.
• Anticipate executive needs and proactively manage their time, ensuring no sch