Executive Receptionist - SunEnergy1

Job Overview:

The Executive Receptionist serves as the first point of contact for the company's executive office, ensuring smooth and efficient front desk operations. This role requires exceptional communication skills, professionalism, and the ability to manage administrative tasks while maintaining discretion and confidentiality. The Executive Receptionist will handle a variety of responsibilities, including greeting high-level clients and visitors, managing incoming communications, and supporting executives with administrative tasks.

Key Responsibilities:

• Front Desk Operations:
• Greet and assist executive-level visitors, clients, and stakeholders with professionalism and courtesy.
• Answer and direct incoming phone calls to the appropriate departments or executives.
• Manage the reception area to ensure it is clean, welcoming, and reflects a professional environment.
• Executive Support:
• Coordinate and schedule meetings for the executive team, ensuring that all materials and preparations are complete.
• Assist with travel arrangements, including booking flights, accommodations, and ground transportation.
• Handle executive correspondence, including emails, letters, and phone messages, with discretion.
• Administrative Tasks:
• Maintain calendars for executives, including scheduling appointments, resolving scheduling conflicts, and ensuring meeting preparations are completed.
• Manage office supplies, orders, and inventory for the executive office.
• Prepare and distribute internal communications, reports, and presentations as needed by the executive team.
• Confidentiality and Discretion:
• Handle sensitive information with the utmost confidentiality and professionalism.
• Ensure that confidential documents are properly filed, stored, and protected.
• Communication Liaison:
• Act as a liaison between the executive team and internal staff, ensuring messages are communicated clearly and promptly.
• Facilitate communication with external partners, vendors, and clients on behalf of the executive team.
• Event Coordination:
• Assist in the planning and coordination of executive meetings, corporate events, and conferences.
• Arrange catering, meeting room setups, and other logistics for executive events and gatherings.

Qualifications:

• Education and Experience:
• High school diploma or equivalent required; an associate or bachelor's degree in business administration, communications, or a related field is a plus.
• 3+ years of experience in a receptionist or administrative assistant role, preferably in a corporate or executive environment.
• Skills and Competencies:
• Excellent verbal and written communication skills, with the ability to interact professionally with executives, clients, and staff at all levels.
• Strong organizational and multitasking skills, with the ability to prioritize tasks and manage time effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling software.
• Ability to maintain a high level of discretion and confidentiality when handling sensitive information.
• Professional demeanor, positive attitude, and a polished appearance.
• Attributes:
• Attention to detail and accuracy in handling tasks.
• A proactive approach to problem-solving and supporting the executive team.
• Strong interpersonal skills with the ability to build relationships both internally and externally.