23 Oct
RKROOT
Dubai
Job Summary:
The Receptionist and Personal Assistant (PA) is responsible for ensuring efficient front-desk operations while providing dedicated administrative and organizational support to senior management. The ideal candidate will balance traditional receptionist duties such as handling phone calls, greeting visitors, and managing office supplies with personal assistant duties including scheduling, travel coordination, and document preparation. The role requires strong communication skills, multitasking abilities, and a professional demeanor.
Key Responsibilities:
Receptionist Duties:
Front Desk Management:
- Greet and welcome visitors in a friendly, professional manner.
- Manage incoming calls,
redirecting them as needed or taking messages.
- Maintain a tidy and organized reception area to project a positive first impression.
- Handle incoming and outgoing mail, packages, and deliveries.
Visitor Coordination:
- Register visitors and provide them with necessary information or materials.
- Manage visitor appointments, ensuring seamless coordination with relevant departments or personnel.
- Assist with visitor inquiries, ensuring they are addressed promptly.
Administrative Support:
- Maintain the reception calendar, managing conference room bookings, visitor schedules, and event preparations.
- Oversee office supply inventory, reordering items as necessary to ensure smooth daily operations.
- Assist in maintaining and updating contact lists and databases.
Document Handling:
- Ensure documents, packages, and correspondence are routed appropriately within the office.
- Support general office administration tasks, including filing, photocopying, and document scanning.
Personal Assistant Duties:
Diary Management:
- Schedule and manage the daily calendar of the executive(s), ensuring efficient time allocation for meetings, events, and tasks.
- Organize internal and external meetings, including booking meeting rooms, preparing materials, and confirming attendees.
Travel Coordination:
- Arrange travel itineraries, accommodations, and transportation for the executive(s) as needed.
- Prepare detailed travel agendas, including flight, hotel, and transport bookings.
- Process travel expense reports and maintain accurate travel records.
Correspondence and Communication:
- Handle confidential and sensitive information with discretion.
- Draft, review, and format emails, memos, reports, and presentations for the executive(s).
- Liaise with internal and external stakeholders on behalf of the executive(s) to coordinate appointments and manage relationships.
Task Management:
- Assist with project coordination, tracking deliverables, deadlines, and follow-up actions.
- Manage and prioritize incoming requests to the executive(s), ensuring urgent matters are addressed promptly.
- Assist in organizing events, meetings, and functions, including catering and materials preparation.
General Support:
- Run personal and professional errands as needed to assist the executive(s).
- Maintain files and records, ensuring important documents are easily accessible for quick reference.
Skills and Qualifications:
- Proven experience as a receptionist, personal assistant, or administrative assistant.
- Exceptional organizational and multitasking abilities.
- Excellent written and verbal communication skills.
- Strong attention to detail and a professional demeanor.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to handle sensitive information with confidentiality.
- Knowledge of office equipment (phones, fax machines, copiers) and front desk procedures.
- Time management skills and ability to meet deadlines.
Education and Experience:
- High school diploma or equivalent required; college degree preferred.
- 2+ years of experience in a receptionist or administrative role, with at least 1 year in a personal assistant capacity.
Preferred Qualities:
- Ability to work independently and take initiative when needed.
- Professional appearance and ability to maintain a welcoming environment.
- Flexibility in adapting to changing priorities and duties.
- This comprehensive job description balances the responsibilities of managing front desk operations and providing personal support to executive(s), ensuring a highly functional and supportive role within the organization.
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