Executive Receptionist

Dante Personnel; Randburg; On-site; ZAR 180 000 - 300 000; Full time

Job summary

An established industry player is seeking an Executive Receptionist to provide exceptional administrative support in a dynamic environment. This role involves managing complex travel arrangements, coordinating high-level meetings, and maintaining multiple calendars for senior executives. The ideal candidate will have a strong background in customer service, excellent organizational skills, and proficiency in Microsoft Suite applications. Join a collaborative team where your contributions will be valued and where you can thrive in a fast-paced setting. If you are a proactive individual with a passion for excellence, this is the perfect opportunity for you!

Qualifications

• 2+ years of professional administrative experience or a bachelor's degree.
• 8-10 years of administrative experience, including 5 years supporting C-level executives.

Responsibilities

• Manage complex travel arrangements and prepare detailed itineraries.
• Coordinate and schedule senior level meetings and manage multiple calendars.
• Provide high-level support to senior managers in a fast-paced environment.

Skills

Customer Service Skills

Phone Etiquette

Organizational Skills

Time Management

Decision Making

Relationship Building

Education

Bachelor’s Degree

2 Years Professional Administrative Experience

8-10 Years Administrative Experience

Tools

Microsoft Suite (MS Word, MS Excel, MS PowerPoint, Outlook)

Adobe Acrobat

Job description

Our Client in Marketing and Events is looking for an Executive Receptionist.

POSITION INFO:

Minimum requirements:

• Employ excellent phone etiquette and customer service skills in receiving incoming calls, identifying nature of calls & routing appropriately or taking messages.
• Maintain a courteous and professional attitude and workstation.
• Coordinating complex travel arrangements (international and domestic) and preparing detailed itineraries.
• Schedules and maintains multiple calendars of appointments and meetings.
• May transcribe meeting notes according to standard formats.
• Greets visitors and callers, handles their inquiries, provides information to callers and/or visitors/guests, takes messages, and transfers/directs them to the appropriate persons according to their needs.
• Set up and maintain an orderly filing system for correspondence, records, reports, for timely, accurate retrieval of information as required.
• Assists and coordinates the preparation of proposals, presentation books, and marketing materials, data collection, preparation and assembly of materials.
• Prepares letters and memoranda from specific instructions.
• Schedule and maintain calendar of appointments, meetings, and travel itineraries and coordinates related arrangements for the heads.
• Coordinating and scheduling complex domestic and international travel arrangements.
• Assist with organizing speaker appearances (keeping calendar for speakers, making sure ALL details are being handled (flights, cars, hotels, timings of event, contacts).
• Create and edit presentations, forms, documents, and spreadsheets.
• Assist in tracking expense and purchase order workflow and ensure that they are prepared and submitted on a timely basis.
• Perform all onboarding activities for new hires and contractors.
• Provide backup support to Executive Assistant.
• Provides high level of service and support to senior managers in a dynamic, fast-paced environment.
• Coordinates internal and external senior level meetings, and arranges videoconferences, teleconferences, and meeting space.
• Assist with other related clerical duties such as photocopying, faxing, and filing.
• Develop and oversee processes and procedures such as Reception manuals, templates, Standard Operating Procedures.
• Manage daily and quarterly meeting room requests and coordinate the booking of meeting rooms making effective use of the room booking system.
• Manage a high volume of meetings, appointments, and multiple complex calendars.
• Serve as a liaison for the team with internal partners, answering questions and routing requests.

Qualifications for Executive Receptionist:

• 2 years professional administrative experience or bachelor’s degree.
• 8-10 years of administrative experience with at least 5 years as an Administrative or Executive receptionist to a C-level executive, preferably at a large organization.
• Ability to work independently, part of a collaborative team, and assume additional responsibilities as required.
• Demonstrates sound judgment and ability to reach decisions independently.
• Ability to develop solid, trusted relationships.
• Highly organized with the ability to prioritize multiple tasks while managing work time efficiently.
• Adapts well to changing plans and priorities.
• Intermediate skills in Microsoft Suite applications (MS Word, MS Excel, MS PowerPoint, Outlook, and Adobe Acrobat).