Executive Receptionist

Job Title: Executive Receptionist

Reports to: Assistant Manager - Executive

Department: Executive

COMPANY INFORMATION

Our client is a leading financial institution in Kenya with an established presence in the banking sector and a strong focus on delivering professional customer-centric financial services. The institution operates within a structured corporate environment with strong governance confidentiality security and service standards across its business operations.

The organization is currently seeking to strengthen its executive office operations through the appointment of an Executive Receptionist who will provide professional front-office and administrative support. The role serves as a key point of contact for senior executives directors regulators customers and other high-profile stakeholders while supporting executive meetings appointments visitor management correspondence and official engagements. The position requires a high level of professionalism discretion confidentiality communication and executive presence.

ROLE PURPOSE

The Executive Receptionist is responsible for delivering professional and efficient front-office services at the Banks Head Office. The role serves as the primary point of contact for visitors customers and stakeholders ensuring excellent customer experience effective visitor management professional communication and compliance with the Banks security confidentiality and operational procedures. The position contributes to the Banks corporate image and service excellence through a welcoming responsive and well-managed reception environment.

DUTIES AND RESPONSIBILITIES

Executive Reception Management

• Manage the reception area of the executive office and ensure it is professional organized and welcoming at all times. The role will also serve as a reliever for the other reception areas.
  
• Receive and appropriately welcome the executive office guests directors senior executives regulators customers and other high-profile visitors.
  
• Screen and direct visitors to the appropriate person while maintaining appropriate access controls.
  
• Manage visitor registration and ensure compliance with the Banks security and visitor management procedures.
  
• Coordinate waiting arrangements and provide appropriate hospitality to visitors.
  

Telephone & Communication Management

• Receive screen and appropriately route telephone calls to the executive office.
  
• Respond to routine enquiries professionally and ensure confidential information is not disclosed.
  
• Take accurate messages and ensure urgent matters are escalated promptly.
  
• Manage general correspondence received at the executive office.
  

Diary and Appointment Support

• Support the management of appointments and meetings involving senior executives.
  
• Coordinate visitor appointments and ensure meeting rooms are available and properly prepared.
  
• Confirm meetings and appointments and communicate any changes promptly.
  
• Assist in coordinating the executive daily schedule where required.
  

Executive Office Administration

• Provide administrative support to the executive office including photocopying scanning filing and document preparation.
  
• Maintain accurate records of visitors correspondence and other administrative documents.
  
• Assist in preparing meeting materials refreshments and other requirements for executive meetings.
  
• Coordinate incoming and outgoing documents requiring the attention of the executive office.
  
• Support travel meeting and event arrangements when assigned.
  

Confidentiality & Information Management

• Maintain strict confidentiality of information accessed through the executive office.
  
• Handle sensitive documents and correspondence with discretion and professionalism.
  
• Ensure confidential documents are appropriately stored distributed and disposed of.
  
• Comply with the Banks information security data protection and confidentiality policies.
  

Customer & Stakeholder Service

• Provide exceptional service to internal and external stakeholders visiting the executive office.
  
• Handle enquiries professionally and ensure visitors receive timely assistance.
  
• Maintain a positive image of the Bank through professional appearance communication and conduct.
  
• Escalate sensitive or complex matters to the appropriate executive or department.
  

Coordination & Liaison

• Liaise with Security Facilities Administration Executive Assistants and other departments to ensure smooth operations of the executive office.
  
• Coordinate executive visitors and official delegations.
  
• Assist with arrangements for Board management and other high-level meetings when required.
  
• Support corporate events executive engagements and official visits.
  

QUALIFICATIONS EXPERIENCE & ATTRIBUTES

• Degree or Diploma in Front Office Operations Hospitality Management Business Administration Customer Service or a related field.
  
• At least 5 years experience in reception customer service front-office administration preferably within a bank or financial institution at an executive office.
  
• Good knowledge of office administration and customer service practices.
  
• Experience in handling customers and visitors in a professional environment is desirable.
  
• Additional training in customer service office administration or telephone etiquette will be an advantage.
  
• Proficiency in Microsoft Office applications and basic office systems
  

KEY BEHAVIOR INDICATORS

• Entrepreneurship - Successful execution of business opportunities with the willingness to take responsibility for the probable consequences.
  
• Innovation - Designs and implements new and/or Cutting-edge programs/processes.
  
• Customer centric -Drive the execution of processes procedures and initiatives aimed at creating excellent customer service experience at Sidian.
  
• Problem solving - Develop and implement internal systems to take advantage of the opportunities as well as address existing work challenges.
  
• Developing others - Conveys performance expectations for the team evaluates skill gaps guides development and fosters development through deployment of initiatives such as training and coaching.
  

KEY COMPETENCIES

• Excellent communication and interpersonal skills.
  
• Professionalism and executive presence.
  
• High level of confidentiality and integrity.
  
• Attention to detail.
  
• Excellent organizational and time-management skills.
  
• Ability to remain calm under pressure.
  
• Good judgement and discretion.
  
• Customer-focused approach.
  
• Ability to interact confidently with senior executives and high-profile stakeholders.