An executive reception is hired in many industries, where her primary work is to make sure that the front desk of the office is handled correctly, and that any administrative or clerical tasks are successfully performed, and in a time-efficient manner.
The work involves a lot of duties that often overlap, which can make it somewhat complicated at times.
To work as an executive receptionist, you do not need more than a high school diploma or a GED equivalent to qualify.
However, previous experience in a front desk or administrative/clerical capacity will go a long way in making you an excellent candidate to hire at this position. But experience is not all that you need to qualify to work as an executive receptionist. You have to possess a specific skills set to help you work effectively in this role. This includes the ability to handle telephone calls, schedule meeting for the executive unit that you will be servicing, handling correspondence and mail, managing filing systems, and overseeing office supplies and equipment inventory. Also, you will need to make sure that you can handle a massive influx of customers or visitors, and provide them with assistance in a patient and polite manner.
If working as an executive receptionist is what you want to do, here is a list of duties that you can refer to before you apply for it:
Executive Receptionist Duties & Responsibilities
• Greet customers, visitors, and employees as they arrive at the reception, and provide them with information and direction.
• Inquire into customers’ and visitors’ purpose of visit, and provide them initial product or service information.
• Operate telephone exchanges to answer telephone calls, and to transfer them to the intended recipients.
• Relay messages to executives, and take and record information for letter and memo writing purposes.
• Handle executives’ calendars, providing them with valuable information such as scheduled meetings or canceled events.
• Make arrangements for meetings, including arranging for resources and materials needed to execute it.
• Create filing systems according to specific instructions provided by managers, and ensure that all records are maintained accurately and confidentially.
• Oversee the supplies and office equipment inventory systems, ensuring that low stock situations do not arise.
• Act as custodian of corporate documents, and records, and ensure that minutes of meetings are appropriately typed up and delivered to managers.
• Maintain office equipment such as fax machines, printers, copiers, and computers, and ensure that any need for repairs is identified and communicated to the right person.