Front Desk Cum Admin Assistant

1. Attending Guests & Visitors

• Serve as the first point of contact for all guests and visitors by welcoming them in a warm, professional, and courteous manner.
• Understand the purpose of their visit and direct them to the appropriate person or department. Inform concerned staff about visitor arrivals promptly and ensure minimal waiting time.
• Maintain a visitor log/register and ensure adherence to security and company protocols.
• Coordinate and manage F&B requirement for guests and management team.

2. Calendar & Schedule Management

• Manage the Senior Leaders complex calendar with precision, including scheduling internal and external meetings, appointments, and commitments.
• Proactively prioritize and adjust schedules to accommodate changing priorities, deadlines, and urgent matters.
• Ensure adequate preparation time for meetings, including briefing notes, pre-reads, and necessary follow-up tasks.

3. Meeting Coordination

• Organize and facilitate meetings, board sessions, and cross-functional discussions.
• Prepare meeting agendas, materials, presentations, and minutes as needed.
• Track action items and ensure timely follow-up on outstanding deliverables.

4. Travel Management

• Plan and coordinate with booking domestic and international travel itineraries, including flights, accommodations, transportation, visas, and travel insurance.
• Prepare detailed travel packs with itineraries, confirmations, contact information, and meeting briefs.
• Anticipate contingencies and provide real-time support during travel.

5. Office & Administrative Support

• Maintain filing systems, including digital databases, documents, and confidential materials.
• Handle expense reporting, reimbursements, invoicing, and budget tracking.
• Support with research, data collection, and preparation of briefing materials for strategic initiatives.