Executie Secretary

Executive Secretary & Guest Relations Officer

Position Overview

The Executive Secretary & Guest Relations Officer serves as the first point of contact for visitors, clients and stakeholders. The role combines executive administrative support, front desk reception responsibilities and guest relations to ensure a professional, welcoming and seamless experience for all visitors.

The successful candidate will be responsible for managing reception operations, coordinating meetings, supporting senior management and ensuring all guests receive exceptional service from arrival to departure.

Key Responsibilities

Reception & Front Desk Management

• Welcome and assist visitors, clients and stakeholders in a professional and courteous manner.
• Manage the reception area to ensure it remains organised and presentable at all times.
• Answer incoming telephone calls and direct enquiries appropriately.
• Coordinate visitor registrations and appointments.
• Receive and distribute incoming correspondence and deliveries.

Executive Secretary Duties

• Provide administrative support to senior management and executives.
• Manage calendars, appointments and meeting schedules.
• Prepare meeting rooms and coordinate internal and external meetings.
• Draft correspondence, reports and presentations when required.
• Maintain organised filing systems and company records.
• Coordinate travel arrangements, accommodation and logistics for executives.

Guest Relations & Hospitality

• Ensure all visitors receive a premium and professional experience.
• Coordinate refreshments and hospitality for guests and meetings.
• Manage VIP visitor arrangements and executive guest visits.
• Assist with showroom tours and visitor coordination.
• Handle guest enquiries and special requests efficiently and professionally.
• Maintain high standards of customer service and hospitality.

Office Administration

• Monitor office supplies and coordinate procurement requirements.
• Support day-to-day office operations and administration.
• Liaise with suppliers, service providers and contractors as required.
• Assist with company events, presentations and stakeholder meetings.

Qualifications & Experience

• Previous experience in reception, administration, executive support or guest relations.
• Strong organisational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Professional appearance and conduct.
• Proficiency in Microsoft Office and administrative systems.
• Fluent in English; Arabic is advantageous.

Key Competencies

• Professional communication
• Customer service excellence
• Organisation and planning
• Time management
• Attention to detail
• Hospitality and guest care
• Confidentiality and discretion

Reporting Line

Reports to:Office Manager / Chief Executive Officer

Works closely with:

• Executive Management Team
• Sales Team
• Client Relations Team
• Marketing Team
• External Visitors and Stakeholders

Key Performance Indicators (KPIs)

• Visitor satisfaction
• Response times to enquiries
• Meeting coordination efficiency
• Administrative accuracy
• Reception presentation standards
• Executive support effectiveness

Professional Attributes

• Friendly and welcoming personality.
• Highly organised and dependable.
• Professional and well-presented.
• Strong interpersonal skills.
• Able to remain calm and composed under pressure.
• Passionate about delivering exceptional guest experiences.

Work Location: In person