Lobby Executive Receptionist
This role will be a part of Amenities team in Chief Administrative Officer business.
Job Summary
As a Lobby Executive Receptionist in our administrative team, you will be responsible for maintaining complex and detailed calendars, managing the coordination and logistics of both internal and external meetings, and producing high-quality emails and messages to team members at all levels of the organization. You will need to demonstrate tact and good judgment in confidential situations, and have proven experience interacting with senior management. This role provides an opportunity to work in a high-paced, deadline-promoten organization and requires a high level of attention to detail and organizational skills.
Job responsibilities
- Maintain complex and detailed calendars
- Screen incoming calls and determine the level of priority, while using caution in dispensing information
- Manage the coordination and logistics of both internal and external meetings
- Arrange and coordinate complicated domestic and international travel
- Organize all aspects for offsite conferences and external events, including catering and transportation
- Process invoices and T&E expense claims for team members. Ensure all policies are followed and items are processed within provided guidelines. Act as a subject matter experts for policies and procedures
- Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access
- Produce high quality emails and messages to individuals at all levels of the organization
- Maintain current organizational charts and Executive Bio’s
- Handle regular activities without prompting, and advise in advance with issues or delays
- Assist in editing spreadsheets and presentations, including printing and binding, for client meetings
Required qualifications, capabilities and skills
- At least five years of administrative experience, ideally supporting at the Managing Director level (or equivalent) or above
- Advanced ability to organize
- Tact and good judgment in confidential situations, and proven experience interacting with senior management
- Strong interpersonal, written, and oral communication skills
- Strong proficiency in Microsoft Office
- Excellent telephone etiquette and ability to manage competing priorities i.e. calendar management
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