Receptionist Cum CEO Personal Assistant

JOB DESCRIPTION

Position Title Receptionist Cum CEO Personal Assistant

Department - Administration

Reporting To - Chief Executive Officer (CEO)

Location - Jaipur

Employment Type - Full-Time

Job Summary

The Receptionist Cum CEO Personal Assistant will be responsible for managing front-office operations while providing comprehensive administrative and executive support to the CEO. The role requires exceptional organizational skills, professional communication, confidentiality, multitasking abilities, and a customer-centric approach. The incumbent will act as the first point of contact for visitors and stakeholders while ensuring seamless coordination of the CEO's daily activities.

Key Responsibilities

Reception & Front Office Management

• Greet and assist visitors, clients, vendors, and guests professionally.
• Manage incoming calls, emails, and correspondence.
• Maintain visitor records and meeting schedules.
• Ensure the reception area remains organized and presentable.
• Handle courier services, dispatches, and incoming mail.
• Coordinate meeting room bookings and visitor arrangements.
• Manage office supplies and administrative inventory.

CEO Calendar & Schedule Management

• Manage the CEO's daily calendar, appointments, and meetings.
• Coordinate internal and external meetings.
• Schedule travel arrangements, accommodations, and itineraries.
• Organize meeting agendas and ensure timely reminders.
• Prioritize appointments based on business requirements.

Administrative Support to CEO

• Draft correspondence, presentations, reports, and official documents.
• Prepare meeting minutes and track action items.
• Maintain confidential records and files.
• Coordinate communication between the CEO and internal departments.
• Assist in preparing management reports and presentations.
• Follow up on pending tasks assigned by the CEO.

Coordination & Communication

• Act as a liaison between the CEO and employees, clients, and external stakeholders.
• Facilitate smooth communication across departments.
• Coordinate company events, management meetings, and business visits.
• Handle sensitive information with utmost confidentiality.

Travel & Event Coordination

• Arrange domestic and international travel bookings.
• Prepare travel schedules and supporting documents.
• Coordinate business events, conferences, and client meetings.
• Ensure all logistics are managed efficiently.

Documentation & Record Keeping

• Maintain confidential executive files and records.
• Organize contracts, agreements, and business documents.
• Ensure proper documentation and filing systems.
• Track important deadlines and compliance requirements.

Education Qualification

• Bachelor's Degree in Business Administration, Management, Commerce, or related field.
• Additional certification in Office Administration or Executive Assistance will be preferred.

Experience

• 2-5 years of experience as a Receptionist, Executive Assistant, Personal Assistant, or Administrative Coordinator.
• Experience in handling senior management coordination is preferred.

Technical Skils

• MS Office (Excel, Word, PowerPoint, Outlook).
• Email and calendar management.
• Document preparation and record management.
• Basic report preparation and presentation development.
• Internet research and coordination tools.

Behavioral Competencies

Self-Image

Professional

Traits

Organized

Motives

Achievement

Key Skills

• Excellent verbal and written communication.
• Professional telephone etiquette.
• Strong organizational and multitasking abilities.
• Time management and prioritization.
• High level of confidentiality and integrity.
• Attention to detail.
• Problem-solving skills.
• Interpersonal and relationship management skills.
• Professional grooming and presentation.

Performance Indicators (KPIs)

• Reception and visitor management effectiveness.
• Meeting and calendar scheduling accuracy.
• Timely completion of CEO assignments.
• Document management accuracy.
• Internal stakeholder satisfaction.
• Communication and coordination efficiency.
• Confidentiality compliance.
• Administrative task completion rate.

Working Conditions

• Office-based role.
• May require extended working hours based on CEO schedules and business requirements.
• Frequent coordination with internal and external stakeholders.

Authority Level

• Coordinate meetings on behalf of the CEO.
• Manage executive schedules and appointments.
• Access confidential business information as authorized by management.