Front Desk / Executive Officer

at  Project HOPE Nigeria

• The Front Desk/Executive Assistant serves as the first point of contact for visitors, clients, and staff, while providing high-level administrative support to executives.
• This role is pivotal in ensuring smooth office operations, delivering exceptional customer service, and managing executive schedules and tasks efficiently.

QUALIFICATIONS AND REQUIREMENTS

• Education: Bachelor’s Degree in Business Administration, Office Management, or related field preferred.

Experience:

• Minimum of 2-3 years of experience in a similar role (front desk or executive assistant).
• Prior experience in customer service or administrative roles is an advantage.

Skills:

• Exceptional verbal and written communication skills.
• Strong organizational and time management abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with office equipment (printers, scanners, etc.).
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Strong problem-solving skills and attention to detail.

Key Competencies:

• Professional demeanor and appearance.
• Customer service orientation.
• High level of confidentiality and integrity.
• Adaptability and ability to work under pressure.
• Team-oriented and collaborative.

Reception Management:

• Greet and welcome visitors professionally, ensuring a positive first impression.
• Answer, screen, and direct incoming calls promptly and courteously.
• Maintain a tidy and organized reception area.

Visitor Coordination:

• Manage visitor logs and issue visitor badges.
• Notify appropriate staff members of guest arrivals.

Mail and Courier Services:

• Receive, sort, and distribute mail and packages.
• Coordinate outgoing mail and courier services.

Executive Assistant Duties:

Administrative Support:

• Manage and organize executives’ calendars, including scheduling appointments, meetings, and travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Handle confidential information with discretion and professionalism.

Meeting Coordination:

• Organize and coordinate meetings, including booking venues, preparing agendas, and taking minutes.
• Follow up on action items to ensure completion.

Project Assistance:

• Assist executives with various projects and tasks as required.
• Conduct research and compile data for reports.

Office Management Support:

Supply Management:

• Monitor and order office supplies to ensure the smooth functioning of daily operations.

Event Planning:

• Assist in planning and executing office events, meetings, and conferences.

Policy Adherence:

• Ensure adherence to company policies and procedures in daily operations.