Executive Receptionist

2 months ago

Randburg, South Africa Dante Personnel Full time
Minimum requirements:
Employ excellent phone etiquette and customer service skills in receiving incoming calls, identifying nature of calls & routing appropriately or taking messages
  • Maintain a courteous and professional attitude and workstation
  • Coordinating complex travel arrangements (international and domestic) and preparing detailed itineraries
  • Schedules and maintains multiple calendars of appointments and meetings
  • May transcribe meeting notes according to standard formats
  • Greets visitors and callers, handles their inquiries, provides information to callers and/or visitors/guests, takes messages, and transfers/directs them to the appropriate persons according to their needs
  • Set up and maintain an orderly filing system for correspondence, records, reports, , for timely, accurate retrieval of information as required
  • Assists and coordinates the preparation of proposals, presentation books, and marketing materials, data collection, preparation and assembly of materials
  • Prepares letters and memoranda from specific instructions
  • Schedule and maintain calendar of appointments, meetings and travel itineraries and coordinates related arrangements for the heads
  • Coordinating and scheduling complex domestic and international travel arrangements
  • Assist with organizing speaker appearances (keeping calendar for speakers, make sure ALL details are being handled (flights, cars, hotels, timings of event, contacts, .)
  • Create and edit presentations, forms, documents and spreadsheets
  • Assist in tracking expense and purchase order workflow and ensure that they are prepared and submitted on a timely basis
  • Perform all on-boarding activities for new hires and contractors
  • Provide back up support to Executive Assistant
  • Provides high level of service and support to senior managers in a dynamic, fast-paced environment
  • Coordinates internal and external senior level meetings, and arrange videoconferences, teleconferences and meeting space
  • Assist with other related clerical duties such as photocopying, faxing, and filling
  • Develop and oversee processes and procedures such as Reception manuals, templates, Standard Operating Procedures
  • Manage daily and quarterly meeting room requests and co-ordinate the booking of meeting rooms making effective use of the room booking system
  • Manage a high volume of meetings, appointments, and multiple complex calendars
  • Serve as a liaison for team with internal partners, answering questions and routing requests
Qualifications for Executive receptionist
  • 2 years professional administrative experience or bachelors degree
  • 8-10 years of administrative experience with at least 5 years as an Administrative or Executive receptionist to a C-level executive, preferably at a large organization
  • Ability to work independently, part of a collaborative team, and assume additional responsibilities as required
  • Demonstrates sound judgment and ability to reach decisions independently
  • Ability to develop solid, trusted relationships
  • Highly organized with the ability or prioritize multiple tasks while managing work time efficiently
  • Adapts well to changing plans and priorities
  • Intermediate skills in Microsoft Suite applications (MS Word, MS Excel, MS PowerPoint, Outlook and Adobe Acrobat)



Consultant: Mellissa Rambally - Dante Personnel Johannesburg

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