Description

The Front Desk Receptionist & Secretary plays a vital role in ensuring the seamless operation of our corporate office. This position is at the forefront of welcoming guests and supporting our executive team with scheduling, meeting coordination, and various administrative tasks. The ideal candidate will have good communication skills, be organized, cheerful, and able to manage multiple tasks in a professional manner.

Key Responsibilities

Front Desk Reception:
Serve as the first point of contact for visitors, including vendors, delivery personnel, clients, and partners, with a focus on being customer-centered in all interactions.
Greet and direct visitors to the appropriate departments or personnel in a courteous and professional manner, ensuring they feel welcome and valued.
Answer and route incoming calls with efficiency and care, ensuring each inquiry is handled appropriately.
Maintain the reception area, ensuring it remains clean, welcoming, and professional.
Manage incoming and outgoing mail, deliveries, and courier services with attention to detail, demonstrating ownership over processes.
Executive Support:
Schedule and manage appointments for executives, demonstrating a growth mindset by continuously looking for ways to optimize time management and improve processes.
Coordinate executive meetings, both in-person and virtual, including room bookings, and ensure all arrangements are seamless and effective.
Assist with last-minute scheduling needs or urgent requests, digging deeper to ensure all tasks are completed thoroughly and on time.
Administrative Support:
Manage and monitor room bookings for executive meetings, using startup-thinking to identify ways to streamline the process for maximum efficiency.
Handle clerical duties such as filing and scanning with humility and respect, contributing to the smooth operation of the office.
Proactively assist with additional administrative needs as they arise, taking initiative to support the team wherever necessary.

Qualifications

Strong communication skills, both written and verbal.
Ability to manage multiple tasks simultaneously while maintaining a high level of professionalism.
Previous experience in a receptionist, secretary, or administrative support role is a plus.
Proficiency in Microsoft Office Suite or similar tools.

This role is on-site (Monday – Thursday: 9am to 6pm, Friday: 9am to 1pm) to ensure in-person collaboration, improved communication, effective teamwork, and real-time problem solving to enhance team synergy and productivity. A standard 40-hour work week is expected.

The hourly rate of pay for this role is $17-$22. The rate will be determined based on overall skills and experience.

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Front Desk Receptionist & Secretary