Receptionist & Personal Assistant

Position Overview

Front Desk Operations

• Serve as the primary point of contact for visitors, clients, and business partners.
• Welcome guests and ensure a professional and positive first impression of the organization.
• Handle incoming telephone calls, emails, and general inquiries efficiently.
• Manage visitor registrations and coordinate meeting room bookings.
• Receive and distribute mail, courier deliveries, and other correspondence.
• Maintain the reception and common meeting areas in a professional and organized manner.

Executive Support

• Provide day-to-day administrative support to a senior executive.
• Manage calendars, appointments, and meeting schedules.
• Coordinate internal and external meetings, including logistics and preparation of materials.
• Draft correspondence, reports, presentations, and meeting documentation.
• Prepare meeting agendas and track follow-up actions where required.
• Screen communications and prioritize requests on behalf of the executive.
• Arrange travel bookings, accommodation, transportation, and itineraries.

Administrative Coordination

• Assist with the preparation and maintenance of departmental records and documentation.
• Support the coordination of interviews, meetings, training sessions, and business events.
• Monitor action items, approvals, and administrative deadlines.
• Prepare reports, spreadsheets, trackers, and presentation materials as required.
• Liaise with internal departments to facilitate smooth communication and workflow.

Records & Confidentiality Management

• Maintain accurate filing systems for both physical and electronic documents.
• Ensure confidential information is handled with the highest level of discretion.
• Organize and maintain records for easy retrieval and reference.
• Support document tracking, archiving, and version control activities.
• Ensure compliance with internal administrative procedures and record-keeping standards.

Communication & Stakeholder Liaison

• Draft professional letters, announcements, and business correspondence.
• Coordinate communication with employees, clients, vendors, consultants, and external parties.
• Follow up on outstanding matters and commitments on behalf of management.
• Support the effective flow of information across departments and stakeholders.

Additional Responsibilities

• Assist in organizing company meetings, workshops, and events.
• Monitor office supply requirements and coordinate replenishment when necessary.
• Contribute to process improvement initiatives within the administrative function.
• Perform other duties and special assignments as required.

Requirements

• Minimum 3–5 years of experience in a Receptionist, Personal Assistant, Executive Assistant, or Administrative Coordinator role.
• Previous experience supporting senior management is preferred.
• Experience in a professional corporate environment is highly desirable.