Receptionist cum Executive Assistant

Receptionist

The duties and responsibilities are as follows but not limited to:

• Answering the telephone console, screening and routing incoming calls to the appropriate employee in a polite and professional manner

• Managing the reception area and meeting rooms at front of house (FOH) and back of house (BOH) and always keeping them clean, tidy and neat.

• Managing the booking of meeting rooms at FOH and coordinate with IT on AV support in the meeting rooms.

• Welcoming and registering visitors determines nature of business and announces visitors to appropriate personnel.

• 
  Booking of ground transportation for staff flying into Manila for meetings/case work with outsourced car vendors.

• Maintaining information on travel schedule and location of staff

• Updating and maintaining staff telephone directory.

• Organize the daily incoming and outgoing mail: sorts out the daily mail and distribute speedily to staff; handle forwarding mail to ex-employees; organize outgoing courier

• Organize and coordinate meals for office meetings, and other events as necessary

• Supports the office facilities functions (carpets, flooring, plants, doors, etc.) and ensuring that office is maintained appropriately: organize maintenance schedules for the main glass doors, water dispensers, plants, pest control, etc.

• Backs-up the Business Support Executive and Executive Assistants during their vacation/medical leave.

• Performs other clerical duties as assigned.

Executive Assistant

The duties and responsibilities are as follows but not limited to:

• Manage complex calendars, with an understanding of business priorities to offer alternatives, trade-offs and consideration of the most efficient use of Managing Director & Partner, Partner & Principals time, and provide timely reminders as necessary.

• Schedule, coordinate and oversee a wide variety of internal/external meetings/events