Reception – Executive Secretary at TMHS Group

Job description

Receptionist / Executive SecretaryDepartment: HR & AdministrationReports To: Director, HR & AdministrationRole OverviewThe Receptionist / Executive Secretary is the strategic gatekeeper of the executive floor and the trusted right-hand to the Company. This role is the heartbeat of the front office.Key ResponsibilitiesExecutive SupportProactively manage the Company’s dynamic schedule by prioritizing meeting requests, resolving scheduling conflicts, and ensuring Management has adequate preparation time between engagements.Arrange complex domestic and international travel itineraries, including flights, visas, accommodations, ground transportation, and dining reservations.Prepare comprehensive travel packs, including agendas, documents, and local contacts.Manage all crew changes and mobilization of new teams by maintaining clear communication with clients and management.Serve as the Company's primary point of contact by screening emails, phone calls, and visitors, determining what requires immediate attention and what can be delegated.Reception & Front Office LeadershipOversee the reception area, ensuring it is clean, organized, secure, and maintains a professional corporate image.Welcome and host clients, board members, and government officials.Manage visitor entry protocols, security clearances, hospitality arrangements, parking, and meeting room setup.Answer, screen, and direct incoming calls for the executive team.Manage emergency communication protocols.Maintain inventory and procurement of office supplies, kitchen amenities, and corporate gifts.Qualifications & RequirementsEducation & ExperienceBachelor's Degree in Business Administration, Communications, or a related field.Minimum of 3 to 5 years of progressive administrative experience.At least 3 years of direct support to a C-suite executive (CEO, CFO, or COO) in a corporate environment.Technical SkillsExpert proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint).Proficiency in Google Workspace.Experience using corporate travel booking tools.Core Competencies & Soft SkillsAbility to handle highly sensitive financial, strategic, and personal information with absolute confidentiality and integrity.Strong ability to anticipate needs and solve problems before they escalate.Professional executive presence with excellent verbal and written communication skills.Comfortable interacting with investors and high-net-worth individuals.Ability to remain calm under pressure and adapt quickly to last-minute schedule or travel changes.Excellent organizational and time management skills with the ability to manage multiple competing priorities.