Executive Receptionist Job Description

Executive Receptionist Job Description

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Executive receptionist provides high quality executive and administrative support, working in Microsoft Office programs to produce a range of documents.

Executive Receptionist Duties & Responsibilities

To write an effective executive receptionist job description, begin by listing detailed duties, responsibilities and expectations. We have included executive receptionist job description templates that you can modify and use.

Sample responsibilities for this position include:

Operate multi-button telephone console
Types correspondence, reports, labels, contracts, as directed
Manage the calendar
Work the switchboard
Manage the conference room database for the floor
Executive floor maintenance
Process orders for amenities (supplies, paper and pantry supplies) and serve as the main contact for vendors and ensure that they are escorted on the floor at all times
Maintain distribution list of associates on the floor those with floor access
Managing calendars and planning travel
Arranging / scheduling complex meetings

Executive Receptionist Qualifications

Qualifications for a job description may include education, certification, and experience.

Education for Executive Receptionist

Typically a job would require a certain level of education.

Employers hiring for the executive receptionist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Business, Education, Associates, Hospitality, Communication, Office Management, Administrative Assistant, Religion, Executive Assistant, Art

Skills for Executive Receptionist

Desired skills for executive receptionist include:

Announced and directed
Different types of visitors and establish a process with each executive office on how visitors are to be greeted
Internal hierarchy and customer service procedures
Microsoft Office
Microsoft Office functions
Policies
Corporate programs
Departmental policies and procedures
Excel
MS Office Suite

Desired experience for executive receptionist includes:

Must be able to reason and provide guidance to appropriate personnel
Must be able to meet and greet visitors with a gracious and courteous manner
Must possess strong professional, presentation skills
Must be able to professionally partner with members of senior management
Must have excellent time management and follow up skills necessary to perform in a fast-paced, high pressured and high-volume environment
Managing expense reports

Executive Receptionist Examples

1

Executive Receptionist Job Description

Job Description Example
Our company is looking to fill the role of executive receptionist. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for executive receptionist
  • Assisting with preparation and logistics for various conferences
  • Clearing all visitors with security
  • Greeting all visitors and escorting to respective conference rooms
  • Validates parking, calls for taxis or car services as required
  • May assist with meeting planning including, booking rooms, arranging for necessary equipment, creating meeting materials, ordering food
  • Assist with New Hire start-up in Red Carpet
  • Scheduling complex meetings
  • Taking notes in client meetings
  • Offering beverages to all visitors upon arrival
  • To ensure that the Lobby Reception Desk remains tidy, organised and ready for business
Qualifications for executive receptionist
  • Main line phone calls (inbound)
  • Manage meeting room bookings/diary management
  • Catering and/or beverages for meetings when requested
  • Greeting couriers and various service providers
  • Know all frequent customers and is familiar with their special requests
  • Be familiar with cultural differences and know correct behaviour for each culture
2

Executive Receptionist Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of executive receptionist. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for executive receptionist
  • Report any unusual occurrences immediately to the Executive lounge manager
  • Assist with the maintenance and organization of the conference rooms
  • Maintain security by following procedures and controlling access (submitting request for floor access, issue visitor badges)
  • Act as backup support for senior executives, taking accurate messages and transferring calls to appropriate individuals
  • Conduct employment verification, reviewing employee right to work documents and completing Form I-9s on behalf of the firm
  • Scan physical documents for remote processing
  • Help with Tent Cards and Name Tags as needed
  • Answering and routing phones calls
  • Managing the HR Director's calendar
  • Scheduling interviews for recruiting
Qualifications for executive receptionist
  • High school diploma or equivalent level of education
  • Previous switchboard/reception experience (preferable)
  • Strong organizational and problem solving skills, superior attention to detail is necessary
  • Scheduling car services for shareholders
  • Entering info into CRM database
  • Ordering and stocking supplies for the kitchen, bathrooms, fridge
3

Executive Receptionist Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of executive receptionist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for executive receptionist
  • To ensure that all Lobby areas, including the reception, meeting rooms seating area, corridors, washrooms and public spaces are presentable at all times
  • Answer all incoming calls for the office's main line and Senior Employees
  • Provide administrative support, including email correspondence, calendar management, scanning and faxing
  • Schedule meetings and greet guests
  • Arrange travel itineraries and reservations
  • Create and maintain contact lists in a CRM
  • Maintain inventories while ordering office supplies and kitchen pantry items
  • Assists visitors and other staff in a timely, warm, and professional manner
  • Screens and routes phone calls and delivers accurate messages
  • Receives deliveries and coordinates pick-ups and mailings (SDH courier, external courier, Fed Ex, UPS)
Qualifications for executive receptionist
  • 2+ years of experience in an Office Management, Receptionist, and/or Administrative role
  • Set up and clean-up of meetings (catering, printing)
  • Some calendaring (conference calls, meetings ) - should take into consideration multiple time zones
  • Some travel planning, both domestic and international, including multi-leg trips
  • Good attitude/flexible
  • Answer and screen all incoming calls and handle caller’s inquiries where possible
4

Executive Receptionist Job Description

Job Description Example
Our company is searching for experienced candidates for the position of executive receptionist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for executive receptionist
  • Maintain accurate payroll records
  • Provides logistical support such as room reservations, ordering food
  • Maintenance of conference room and lobby
  • Mailing and package coordination
  • Maintenance of kitchen and supply room
  • Calendar and contact management
  • Travel and expense coordination
  • Maintaining office space
  • Daily Operations including overseeing group ticket sales, answering phone and email inquiries, managing daily group schedule
  • Prepared to step in if game fixes are needed
Qualifications for executive receptionist
  • Thorough knowledge and proficiency with PC software programs , word processing, spreadsheet, database management, Power Point, email, calendar
  • Must have an excellent command / highly proficient in spoken and written English
  • Experience with Avaya telephone system (conferencing, transferring, voice mail)
  • Oversee inventory of merchandise and cash out reports
  • Oversee game masters
  • 2 to 3 years related experience, including multi-line phone experience required
5

Executive Receptionist Job Description

Job Description Example
Our innovative and growing company is looking for an executive receptionist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for executive receptionist
  • Schedule conference rooms, arrange for and set up catering for meetings, as needed
  • Order and maintain office and kitchen supplies
  • Coordinate work requests with building management
  • Answering phones, transferring calls, and taking messages
  • Managing expense reporting process
  • Managing the conference room calendar and ensuring all meetings are appropriately blocked
  • Ensuring all printers are stocked with paper each morning
  • Planning domestic / international travel
  • 1 year minimum in corporate environment w/ ability to interact w/ C-level management
  • Must be able to speak clearly w/ great written skills
Qualifications for executive receptionist
  • Minimum 3 to 4 years experience in high end reception and concierge services
  • Responsibilities include preparation of letters, reports, records and other related documents from rough drafts, corrected copy, or recorded media
  • Orders PCs, laptops, and peripherals in accordance with corporate standards
  • Gathers and compiles information as requested
  • Maintains departmental, personnel, and financial records
  • Screens and distributes incoming correspondence

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