RECEPTIONIST / EXECUTIVE ASSISTANT

JOB BRIEF

An International Oil and Gas company is looking for a responsible Receptionist / Executive Assistant to support our Country Manager and team in a timely and professional manner. He/She will provide high-quality administrative and clerical assistance to the team.

The Receptionist / Executive Assistant’s main duties include manning the reception desk, scheduling meetings, making travel arrangements and organizing daily calendars.  Successful candidate should be smart and professional in appearance, proactive, meet deadlines and communicate effectively with previous experience as a Receptionist / Executive Assistant and must be familiar with office management technologies. Ultimately, he/she should be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly.

KEY RESPONSIBILITIES

  • Receive visitors and direct them around the office
  • Coordinate daily calendars of Country manager and team members
  • Plan appointments and events
  • Act as the point of contact between executive and employees/clients
  • Create regular reports and update internal databases
  • Make travel arrangements
  • Manage phone calls and emails
  • Respond promptly to Country managers’ queries
  • Facilitate internal communication (e.g. distribute information and schedule presentations)
  • Suggest more efficient ways to run the office and troubleshoot malfunctions
  • Review and recommend changes to our company policies

KEY REQUIREMENTS

  • Proven work experience as a Receptionist / Executive Assistant, Executive Administrative Assistant or similar role
  • Smart professional image
  • Knowledge of office procedures
  • Solid experience with office management systems, ERPs and MS Office
  • Familiarity with online calendars and cloud systems
  • Experience using office equipment, including printers and fax machines
  • Strong communication skills (via phone, email and in-person)
  • Experience exercising discretion and confidentiality with sensitive company information
  • Excellent organizational skills with an ability to think proactively and prioritize work
  • High school degree; additional qualifications as Personal Assistant or Secretary are a plus

 

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