Position Overview

We are seeking a highly organized, professional, and bilingual Receptionist & Personal Assistant to support a senior executive while overseeing front-desk operations. This role requires an individual who can confidently manage administrative responsibilities, coordinate executive schedules, handle confidential information, and provide exceptional service to both internal and external stakeholders.

The ideal candidate will possess excellent communication skills, strong attention to detail, and the ability to work effectively in a dynamic corporate environment.

Key Responsibilities

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.