Executive Assistant jobs in United States

Our client, a well-established international law firm, is wishing to recruit an experienced 'career receptionist' to join their Dubai office.

Your general responsibilities will be to provide efficient and effective front of house service to all clients, either face to face or via the telephone. To man the main PBX switchboard, answering and transferring incoming calls as well as assisting with the day-to-day operations of the office.

You should enjoy working in a dynamic environment and be able to work autonomously as well as within a larger team.

1. Operating the main telephone switchboard; answering and transferring incoming calls.
2. Taking and delivering messages accurately, promptly and in a professional manner, whilst ensuring that clients are transferred to the correct destinations.
3. Updating and checking the firm's general voicemail box every day to ensure any messages left outside office hours are dealt with.
4. Reserving meeting rooms in Outlook and maintaining the diary for all bookings.
5. Ensuring meeting rooms are fully stocked at all times and pantry items are available.
6. Ensuring that clients are offered refreshments as well as greeted and welcomed in a professional and friendly manner.
7. Maintaining the reception area including plants, floral arrangements, TV, magazines, and general maintenance.
8. Assisting IT with the preparation of AV equipment and uploading of presentations.
9. Updating CRM (Interaction) as and when required.
10. Maintaining an operations manual for reception.
11. Booking and receiving couriers.
12. Scanning of documents, adding to and maintaining files.
13. Providing cover and assisting the Office Assistant as and when required.
14. Attending MOFA for legalisation of documents if required.
15. Ability and willingness to work outside of contracted working hours, as requested.
16. Assisting accounts with the posting of telephone invoices.
17. Assisting the Business Operations Manager with any tasks as and when necessary.

They are looking for someone who isn't a job hopper and is happy to stay on reception whilst enjoying the variety of tasks that come with it.