Reception - Executive Secretary

Job Title: Receptionist / Executive Secretary

Department: HR &Administration

Reports to: Director, HR & Administration

1. Role Overview

The Receptionist / Executive Secretary is the strategic gatekeeper of the executive floor and the trusted right-hand to the Company. This role is the heartbeat of the front office.

2. Key Responsibilities

A. Executive Support

• Strategic Calendar Management: Proactively manage the Company’s dynamic schedule. Prioritize meeting requests, resolve scheduling conflicts, and ensure the Management has adequate preparation time between engagements.
• Travel & Logistics: Arrange complex, multi-leg international and domestic travel itineraries (flights, visas, luxury accommodations, ground transportation, and dining reservations). Prepare comprehensive travel packs including agendas, documents, and local contacts.
• Management of all crew changes and mobilization of new teams by making clear communication with client and management
• Gatekeeping & Screening: Serve as the Company's primary point of contact. Screen emails, phone calls, and visitors, exercising sound judgment to determine what requires immediate attention versus what can be delegated or deferred.

B. Reception & Front Office Leadership

• Executive Floor Management: Oversee the reception area, ensuring it is clean, neat, and secure, maintaining a world-class corporate image.
• Guest Relations: Greet and host all Company’s clients, board members, and government officials. Manage complex visitor entry protocols, security clearances, and hospitality arrangements (catering, parking, and meeting room setup).
• Answer, screen, and direct all incoming calls for the executive team. Manage emergency communication protocols.
• Office Supply Chain: Manage inventory and procurement of office supplies, kitchen amenities, and corporate gifts.

3. Qualifications & Requirements

Education & Experience

Education: Bachelor’s Degree in Business Administration, Communications, or related field required.

Experience: Minimum of 3-5 years of progressive administrative experience, with at least 3 years of direct support to a C-Suite executive (CEO, CFO, or COO) in a corporate environment.

Technical Skills

• Productivity Suite: Expert proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Travel Systems: Proficiency in using corporate travel booking tools

Core Competencies & Soft Skills

• Unwavering Discretion: Must handle highly sensitive financial, strategic, and personal information with absolute confidentiality and integrity.
• Proactive Anticipation: Ability to think three steps ahead and solve problems before they reach the CEO’s desk.
• Executive Presence: Polished, professional demeanor with exceptional verbal and written communication skills. Must be comfortable interacting with investors and high-net-worth individuals.
• Crisis Management: Remains calm under pressure; capable of pivoting quickly when travel gets canceled or meetings shift at the last minute.
• Time Management: Superior organizational skills with the ability to manage multiple competing priorities simultaneously.