Reception – Executive Secretary at TMHS Group

Receptionist / Executive Secretary

Department: HR & Administration
Reports To: Director, HR & Administration

Role Overview

The Receptionist / Executive Secretary is the strategic gatekeeper of the executive floor and the trusted right-hand to the Company. This role is the heartbeat of the front office.

Key Responsibilities

Executive Support

• Proactively manage the Company’s dynamic schedule by prioritizing meeting requests, resolving scheduling conflicts, and ensuring Management has adequate preparation time between engagements.
• Arrange complex domestic and international travel itineraries, including flights, visas, accommodations, ground transportation, and dining reservations.
• Prepare comprehensive travel packs, including agendas, documents, and local contacts.
• Manage all crew changes and mobilization of new teams by maintaining clear communication with clients and management.
• Serve as the Company's primary point of contact by screening emails, phone calls, and visitors, determining what requires immediate attention and what can be delegated.

Reception & Front Office Leadership

• Oversee the reception area, ensuring it is clean, organized, secure, and maintains a professional corporate image.
• Welcome and host clients, board members, and government officials.
• Manage visitor entry protocols, security clearances, hospitality arrangements, parking, and meeting room setup.
• Answer, screen, and direct incoming calls for the executive team.
• Manage emergency communication protocols.
• Maintain inventory and procurement of office supplies, kitchen amenities, and corporate gifts.

Qualifications & Requirements

Education & Experience

• Bachelor's Degree in Business Administration, Communications, or a related field.
• Minimum of 3 to 5 years of progressive administrative experience.
• At least 3 years of direct support to a C-suite executive (CEO, CFO, or COO) in a corporate environment.

Technical Skills

• Expert proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint).
• Proficiency in Google Workspace.
• Experience using corporate travel booking tools.

Core Competencies & Soft Skills

• Ability to handle highly sensitive financial, strategic, and personal information with absolute confidentiality and integrity.
• Strong ability to anticipate needs and solve problems before they escalate.
• Professional executive presence with excellent verbal and written communication skills.
• Comfortable interacting with investors and high-net-worth individuals.
• Ability to remain calm under pressure and adapt quickly to last-minute schedule or travel changes.
• Excellent organizational and time management skills with the ability to manage multiple competing priorities.