Job Description

Position: Front Office Executive cum Admin (CEO Coordination)
Department: Administration
Reporting To: CEO / Head of Administration / HR Manager
Location: Office Premises
Salary Range: USD 2,500 – USD 3,500 per month
Grade Level: Administrative / Executive Support Grade

Job Purpose

The Front Office Executive cum Admin is responsible for ensuring the smooth functioning of the organization’s reception and front-office operations while providing executive coordination support to the CEO. The role plays a critical part in maintaining professional client interactions, managing the CEO’s calendar and meeting schedules, and supporting administrative activities that ensure operational efficiency.

Key Responsibilities

1. Front Office Management

• Manage reception operations and ensure a professional front-office environment.

• Welcome and assist visitors, clients, and business partners.

• Handle incoming calls and route them to appropriate personnel.

• Maintain visitor records and ensure compliance with office security protocols.

• Manage courier services, deliveries, and incoming/outgoing mail.

2. CEO Calendar & Executive Coordination

• Manage the CEO’s daily schedule, appointments, and meeting calendar.

• Coordinate internal and external meetings, ensuring availability of meeting rooms and necessary documentation.

• Prepare meeting agendas and maintain records of meeting notes when required.

• Coordinate travel arrangements including tickets, accommodation, and itineraries.

• Ensure timely reminders and schedule updates to the CEO and relevant stakeholders.

3. Administrative Support

• Provide administrative assistance to senior management as required.

• Maintain records, documentation, and official correspondence.

• Support internal coordination between departments for operational matters.

• Assist in preparation of reports, presentations, and official communications.

4. Office Administration

• Ensure smooth day-to-day office operations.

• Manage office supplies and administrative inventory.

• Coordinate with vendors for office maintenance and services.

• Assist in organizing internal meetings, events, and official visits.

5. Communication & Professional Representation

• Maintain professional and courteous communication with clients, employees, and stakeholders.

• Ensure confidentiality when handling executive communications and sensitive company information.

• Represent the organization professionally at the front office.

Qualifications

• Bachelor’s degree in Business Administration, Management, or related field.

Experience

• 2–4 years of experience in front office, administration, or executive support roles.

• Prior experience managing executive calendars or supporting senior leadership is preferred.

Skills & Competencies

• Strong organizational and multitasking skills.

• Excellent interpersonal and communication abilities.

• High level of discretion and confidentiality.

• Ability to manage schedules and coordinate multiple tasks simultaneously.

• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).