Front Office Executive Secretary

PD Consult

0 Years

Not disclosed

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Posted: 18 Apr 25

Job Description

To look into the clients and customers in the office and attend calls and files and should be able to satisfy the issues of the customers and look into the issues of the company as it is the priority of qualification.

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 scheduling conflicts or missed deadlines.

6. Customer Service and Relationship Management

Provide excellent customer service to visitors, clients, and staff, helping resolve any inquiries or issues promptly.
Maintain a welcoming and positive atmosphere in the office for both internal employees and external visitors.
Assist clients or customers by directing them to the appropriate department or personnel and ensuring they are comfortable during their wait.

7. Financial and Budgetary Assistance

Assist in managing petty cash, office budgets, and preparing expense reports for the executives.
Process invoices, receipts, and purchase orders, ensuring that office expenses are tracked and managed appropriately.

8. Other Administrative Tasks

Support the HR team in onboarding new employees, preparing orientation materials, and assisting with documentation and filing.
Maintain and update company databases, employee records, and other administrative documentation.
Assist in preparing reports and presentations for senior management as required.

More information about this Front Office Executive Secretary Job

Please go through the below FAQs to get all answers related to the given Front Office Executive Secretary job

What are the job requirements to apply for this Front Office Executive Secretary job position?
- Ans: A candidate must have a minimum of fresher as an Front Office Executive Secretary

What is the qualification for this job?
- Ans: The candidate can be a Graduate from any of the following: 12th Pass (HSE), 10th Pass (SSC)
What is the hiring Process of this job?
- Ans: The hiring process all depends on the company. Normally for an entry level, hiring the candidate has to go for Aptitude, GD (If they look for communication),Technical test and face to face interviews.
This Front Office Executive Secretary is a work from home job?
- Ans: No ,its not a Work from Home Job.
How many job vacancies are opening for the Front Office Executive Secretary position?
- Ans: There are immediate 1 job openings for Front Office Executive Secretary in our Organisation.