Job Description – Front Desk Executive + Personal Assistant
Job Title: Front Desk Executive + Personal Assistant to the Director
Department: Administration
Location: Vikhroli (West), Mumbai
Employment Type: Full-Time
Job Summary
We are seeking a professional, proactive, and highly organized Front Desk Executive + Personal Assistant to the Director to manage front desk operations while providing executive support to the Director. The ideal candidate will be responsible for creating a positive first impression for visitors, handling front office activities, coordinating the Director's schedule, managing confidential information, and ensuring seamless day-to-day administrative coordination.
Key ResponsibilitiesFront Desk Management
- Welcome and assist visitors, clients, vendors, and guests in a professional and courteous manner.
- Act as the first point of contact for all incoming visitors and telephone inquiries.
- Handle incoming calls, emails, and office correspondence, directing them to the appropriate departments.
- Maintain visitor records and coordinate visitor access.
- Receive, distribute, and dispatch couriers, parcels, and official documents.
- Ensure the reception area is clean, organized, and presentable at all times.
- Coordinate meeting room bookings and hospitality arrangements for visitors and clients.
Personal Assistant to the Director
- Manage the Director's calendar, appointments, meetings, and travel schedules.
- Coordinate domestic travel bookings, hotel reservations, and transportation arrangements.
- Prepare meeting agendas, presentations, reports, and Minutes of Meeting (MOM).
- Screen and prioritize emails, phone calls, and correspondence on behalf of the Director.
- Follow up with internal departments and external stakeholders to ensure timely completion of assigned tasks.
- Prepare business correspondence, presentations, and other executive documents.
- Maintain confidential documents and sensitive business information with complete discretion.
- Coordinate client meetings, business visits, and executive conferences.
- Track pending action items and ensure timely follow-up and completion.
- Assist the Director with day-to-day business coordination and administrative support.
Administrative Support
- Coordinate with housekeeping, pantry staff, and vendors for routine office requirements.
- Monitor office stationery and supplies and raise procurement requests when required.
- Maintain administrative records, files, and documentation.
- Coordinate courier services and office dispatch activities.
- Assist in organizing company meetings, events, and employee engagement activities.
- Support other administrative tasks as assigned by the management.
Required Skills
- Excellent verbal and written communication skills.
- Professional appearance and pleasant personality.
- Strong organizational and multitasking abilities.
- Excellent interpersonal and customer service skills.
- Strong coordination and follow-up skills.
- High level of confidentiality, integrity, and professionalism.
- Ability to prioritize tasks and work independently with minimal supervision.
- Attention to detail and strong problem-solving abilities.
Technical Skills
- Microsoft Office (Excel, Word, PowerPoint, Outlook)
- Google Workspace (preferred)
- Calendar and meeting management tools
- Documentation and record management
Educational Qualification
- Bachelor's degree in Business Administration, Commerce, Management, or any relevant discipline.
- Certification in Executive Assistance or Office Administration will be an added advantage.
Experience
- Experience: 2–5 years of experience in Front Desk, Reception, Executive Assistant, Personal Assistant, or Office Administration.
- Prior experience supporting Directors or senior management will be preferred.
Preferred Candidate Profile
- Professional demeanor with excellent communication and interpersonal skills.
- Strong customer service orientation and ability to represent the organization professionally.
- Excellent coordination and organizational abilities.
- Ability to handle confidential information with discretion.
- Strong drafting and email communication skills.
- Flexible to work beyond regular office hours whenever required.
- Capable of managing multiple responsibilities efficiently in a fast-paced environment.
Pay: ₹350,000.00 - ₹450,000.00 per month
Benefits:
- Paid sick time
- Paid time off
- Provident Fund
Work Location: In person
