Executive Assistant

Position Summary:

The Executive Assistant is responsible for overseeing the front office operations, ensuring exceptional service delivery to clients and visitors. This role involves managing the front office team, handling complex inquiries, and ensuring smooth day-to-day operations while maintaining high standards of professionalism and efficiency.

• Key Responsibilities:
• 1. Team Management:
• o Supervise and lead the front office team, including receptionists and administrative staff.
• o Conduct regular training and performance evaluations for team members.
• o Schedule and delegate tasks to ensure optimal coverage and efficiency.
• o Work with the team to maintain and develop databases and mailing lists to ensure they are always current and up to date.
• 2. Customer Service:
• o Act as the primary point of contact for high-level client interactions and complex inquiries.
• o Resolve escalated customer complaints and issues promptly and effectively.
• o Ensure the front office provides a welcoming and professional environment.
• 3. Operational Efficiency:
• o Oversee daily front office operations, including check-in/check-out procedures, phone management, and appointment scheduling.
• o Monitor and manage office supplies inventory and ensure all equipment is in working order.
• o Implement and refine front office procedures to improve efficiency and service quality.
• 4. Administrative Support:
• o Provide administrative support to senior management and other departments as required.
• o Prepare reports, handle correspondence, and manage documentation related to front office activities.
• o Take responsibility for the ordering of stationary and office supplies.
• 5. Quality Assurance:
• o Maintain high standards of cleanliness and organization in the front office area.
• o Ensure compliance with company policies and procedures, as well as relevant health and safety regulations.
• 6. Collaboration:
• o Work closely with other departments to coordinate activities and address any issues affecting the front office.
• o Set up and maintain the integrated electronic and paper based filing systems.
• o Assist in the planning and execution of company events or special functions.
• o Arranging travel and accommodation.
• 7. Technology Management:
• o Oversee the use of front office technology systems, including phone systems, reservation software, and CRM tools.
• o Troubleshoot technical issues and coordinate with IT support as needed.
• Qualifications:
• Education: Bachelors degree in Business Administration, Hospitality Management, or a related field preferred.
• Experience: Minimum of 5 years of experience in a front office or customer service role, with at least 2 years in a supervisory or senior position.
• Skills:
• o Strong leadership and team management abilities.
• o Excellent interpersonal and communication skills.
• o High level of organizational and multitasking skills.
• o Proficiency in office software and technology systems.