Receptionist cum PA

Role Purpose: 

The Receptionist & PA to the Chairman & Group CEO serves as the first point of contact for the company while providing professional administrative and executive support to the Chairman & Group CEO. The role includes managing reception, coordinating visitors and drivers, maintaining office supplies, arranging meetings and schedules, handling correspondence, and supporting day-to-day office and administrative operations with professionalism and confidentiality.

Key Responsibilities: 

• Greet visitors and clients professionally, ensuring a positive first impression.

• Answer, screen, and direct incoming calls promptly and courteously.

• Manage the reception area to ensure it is tidy, organized, and presentable at all times.

• Handle incoming and outgoing mail, courier services, and document distribution.

• Manage meeting room bookings and ensure rooms are prepared for meetings.

• Support company events, visitor hospitality, and general office coordination.

• Schedule and assign daily duties to company drivers based on operational needs.

• Monitor and maintain office supplies, stationery, and pantry stock levels.

• Prepare purchase requests and liaise with vendors or procurement for replenishments.

• Support administrative functions where required.

• Provide professional administrative and personal assistance to the Chairman on a day-to-day basis.

• Manage the Chairman's calendar, including scheduling and coordinating meetings, appointments, and engagements.

• Coordinate and arrange internal and external meetings on behalf of the Chairman.

• Prepare meeting schedules, Preparing Minutes of Meetings, documents, presentations, and other materials as required.

• Screen and manage correspondence, emails, calls, and other communications on behalf of the Chairman.

• Coordinate with internal departments, clients, business partners, and external stakeholders on matters relating to the Chairman & Group CEO.

• Arrange travel, transportation, accommodation, and itineraries for the Chairman & Group CEO when required.

• Maintain confidentiality of sensitive business, personal, and company information.

• Follow up on tasks, action points, and requests assigned by the Chairman & Group CEO and provide timely updates.

• Maintain and organize important documents, records, and files for easy access when required.

• Assist with the coordination of business events, appointments, and other engagements involving the Chairman & Group CEO.

Qualifications & Experience:

• Bachelor's degree or diploma in Business Administration, Office Administration, or a related field.

• Minimum 2–4 years of relevant experience in reception, administration, personal assistance, executive assistance, or a similar role.

• Previous experience supporting a Chairman, CEO, Director, or senior executive is preferred.

• Excellent verbal and written communication skills in English is a must.

• Strong professional telephone etiquette and interpersonal skills. 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Powerpoint, Canva is essential.

• Experience working in real estate, property management, or a corporate environment is an advantage.

Competencies & Skills:

• Excellent communication and interpersonal skills with a warm, welcoming attitude.
• Strong organizational and multitasking abilities to manage front desk duties efficiently.
• Professional appearance and customer service-oriented approach.
• Ability to remain calm, composed, and efficient in a fast-paced office environment.
• Attention to detail with the ability to maintain tidy, presentable work areas.
• Strong coordination skills for managing meeting rooms, schedules, and company drivers.
• Proactive, positive, and adaptable mindset with a willingness to assist across departments.
• Basic problem-solving abilities and good judgment in handling visitors and inquiries.
• Maintain strict confidentiality and discretion when handling sensitive company and Chairman-related information.