Operations Executive (Front Office)

Job Description

The Operations Executive (Front Office) serves as the initial point of contact for visitors, clients, and employees, providing a welcoming and professional environment. This role involves greeting guests, answering inquiries, managing incoming calls, and performing various administrative tasks to support the smooth operation of the office. And provides comprehensive administrative and personal support to Managing Director. 

Duties and Responsibilities

Administrative Support:
 
• Provide administrative to the Managing Director. 
• Coordinate meetings and conference calls, including logistical arrangements. 
• Prepare presentations and other documents. 
• Handle incoming and outgoing communications, including phone calls, emails, and mail. 
• Serve as the primary point of contact for internal and external stakeholders visiting the office, including clients and vendors. 
• Coordinate Managing Director’s participation in meetings, events, and conferences. 
• Monitor the reception area and ensure cleanliness and organisation. 
• Handle routine tasks and errands, such as ordering supplies, arranging catering. 
• Coordinate travel arrangements, including booking flights, accommodations, and transportation, for customers and team members 
• Maintain a positive and welcoming atmosphere in the reception area. 
• Coordinate with Pearson Vue test administrators to ensure seamless test administration to conduct assessments 
• Coordinate with facility maintenance staff to address any issues or concerns. 
 
Confidentiality and Discretion:
 
• Handle sensitive and confidential information with integrity and discretion. 
• Maintain confidentiality of executive discussions, documents, and personal matters. 
• Uphold professional ethics and standards in all interactions and communications. 
• Serve as a liaison between the individual and external stakeholders, screening and prioritising communications. 

Required Experience/Skills

Experience:
 
• Proven experience as a personal assistant or executive assistant, preferably supporting high-level individuals, at least 2-4 years. 
• Excellent organizational and time management skills, with the ability to multitask and prioritize tasks effectively. 
• Strong communication skills, both written and verbal, with attention to detail and professionalism. 
• Discretion and confidentiality in handling sensitive information and personal matters. 
• Flexibility and adaptability to accommodate changing priorities. 
• Ability to work independently with minimal supervision and as part of a team 
Software/Systems:
 
• Must have: Microsoft Office suite proficiency. 
• Good to have: Customer relationship skills, outgoing personality.