Chairman Receptionist

Job Summary The Receptionist to the Chairman is responsible for managing the front desk and reception functions directly associated with the Chairman’s Office, serving as the first point of contact for VIP guests, executives, government officials, business partners, and visitors. The role ensures the highest standards of professionalism, confidentiality, hospitality, and administrative support while facilitating the smooth daily operations of the Chairman’s Office. This position requires a highly polished, discreet, and service-oriented professional capable of representing the Chairman’s Office with exceptional professionalism and attention to detail. Key Responsibilities

1. Executive Reception & Visitor Management

• Serve as the first point of contact for all visitors to the Chairman’s Office.
• Welcome VIP guests, government officials, board members, investors, and business partners in a professional and courteous manner.
• Ensure reception, meeting rooms, and waiting areas are maintained to executive standards.
• Coordinate special arrangements for high-profile visitors and delegations.

1. Telephone & Communication Management

• Answer, screen, and direct calls intended for the Chairman’s Office.
• Handle inquiries professionally and ensure messages are accurately recorded and promptly communicated.
• Manage incoming correspondence, courier deliveries, and office communications.
• Coordinate communication flow between the Chairman’s Office and internal departments when required.
• Ensure proper handling of confidential communications.

1. Meeting & Hospitality Coordination

• Coordinate meeting room bookings and schedules for Chairman-related meetings.
• Ensure meeting rooms are properly prepared prior to meetings and events.
• Coordinate guest reception and escort services when necessary.
• Support the organization of executive meetings, board meetings, and special events.

1. Administrative Support

• Assist with document preparation, printing, scanning, photocopying, and filing.
• Maintain organized records, visitor logs, and reception documentation.
• Support administrative requirements of the Chairman’s Office as assigned.
• Assist with handling and distribution of incoming and outgoing documents.
• Ensure proper maintenance of reception-related records and office materials.

1. Office Coordination

• Coordinate with administrative, security, facilities, and support teams to ensure smooth daily operations.
• Monitor reception and hospitality supplies and ensure adequate stock levels.
• Coordinate office services required for visitors and executive functions.
• Support the implementation of office procedures and service standards.

1. Confidentiality & Professional Standards

• Maintain strict confidentiality regarding all Chairman-related activities, meetings, visitors, and communications.
• Demonstrate the highest levels of professionalism, discretion, and etiquette at all times.
• Ensure appropriate handling of sensitive information and documents.
• Represent the Chairman’s Office with professionalism and a service-oriented mindset.
• Support special assignments and executive events as required.

Qualifications

• Previous experience as an Executive Receptionist, VIP Receptionist, Front Desk Officer, Executive Assistant, or similar role.
• Experience working in executive offices, family offices, corporate headquarters, or high-profile environments is preferred.
• Excellent verbal and written communication skills in Arabic and English.
• Strong customer service, hospitality, and interpersonal skills.
• Proficiency in Microsoft Office applications.
• Ability to manage executive-level visitors and sensitive communications.

Personal Attributes

• Professional appearance and executive presence.
• Exceptional communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Excellent etiquette and hospitality skills.
• Exceptional attention to detail.
• Calm, courteous, and composed under pressure.
• Absolute discretion and confidentiality.
• Service-oriented with a proactive attitude.
• Female age between 28 – 45.