Whatif_ is looking for a proactive, professional and highly organised Receptionist, Office Administrator and Executive Assistant to be the face of our agency. This role is responsible for managing front-of-house operations while ensuring the smooth day-to-day running of the office and providing administrative and executive support to senior management team.
Key responsibilities include welcoming clients and visitors, managing incoming calls and correspondence, coordinating couriers and deliveries, maintaining office supplies and stationery, managing boardrooms and meeting spaces, arranging refreshments and catering for meetings, and ensuring the office environment remains professional, organised and fully operational.
The successful candidate will also provide executive support through diary and calendar management, meeting coordination, timesheet administration, travel bookings, accommodation arrangements, online purchasing, procurement of business-related goods and services, document preparation, scheduling, filing, record keeping and general administrative support. The role requires someone who can anticipate needs, manage multiple priorities simultaneously and assist leadership with the efficient coordination of day-to-day business activities.
The ideal candidate is highly organised, detail-oriented, professional and service-driven, with excellent communication skills and a natural ability to build positive relationships with clients, suppliers and team members. They should be comfortable working in a fast-paced environment, handling confidential information with discretion, and taking ownership of tasks to ensure nothing falls through the cracks.
Skills required: Excellent verbal and written communication skills Professional telephone and client service etiquette Strong organisational, planning and time management skills Diary, calendar and meeting management experience Experience coordinating travel, accommodation and itineraries Strong administrative and document management skills Ability to manage procurement, online purchasing and supplier coordination Experience managing timesheets and general office administration High attention to detail and accuracy Ability to multitask and prioritise effectively under pressure Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) Professional, trustworthy and able to maintain confidentiality Proactive, resourceful and solution-oriented Previous experience in reception, office administration, executive assistance or a similar role Valid driver's licence advantageous