Executive Receptionist

SUMMARY:
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, make 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 on-boarding activities for new hires and contractors
• Provide back up 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 arrange videoconferences, teleconferences and meeting space
• Assist with other related clerical duties such as photocopying, faxing, and filling
• Develop and oversee processes and procedures such as Reception manuals, templates, Standard Operating Procedures
• Manage daily and quarterly meeting room requests and co-ordinate 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 team with internal partners, answering questions and routing requests
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•  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 or 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)