Job Description

About The Company

We at Nina Hospitality believe that the world is a knowledge platform whereby our affiliations and associations provide us with innovative ideas tested in the marketplace around the world and geared towards delivering state-of-the-art innovations. We call this constructive collaboration. In order to offer our clients a complete global reach we work closely with a number of carefully selected partners and associates. Our vision is to be the most trusted brand for integrated development and building solutions in the global marketplace. Our quest is to bring our client's vision to life through style, supported substance, and foresight.

Role Description

A Front Desk Associate plays a key role in managing the first point of contact for visitors, clients, and guests while also handling various administrative tasks to ensure smooth office operations. Below are the typical roles and responsibilities for this position.

Job Responsibilities

Ensure the front desk area is organized, presentable, and stocked with necessary supplies. Maintain a clean and welcoming reception area at all times. Receive and distribute incoming mail, packages, and deliveries. Maintain and update visitor logs, ensuring security procedures are followed. Address inquiries or concerns from visitors or clients in a courteous and helpful manner. Provide basic information to visitors or callers regarding company services, directions, or policies. Manage and maintain the CEO & COO schedule, appointments, and meetings. Prepare agendas, take meeting minutes, and follow up on action items. Handle incoming communications, including emails, phone calls, and correspondence, and prioritize responses. Act as a liaison between executives and other departments or external stakeholders. Oversee day-to-day office operations, including organizing office supplies, managing inventories, and ensuring the workspace is well-maintained. Coordinate travel arrangements, including flights, accommodations, and transportation for executives. Organize conferences, and company meetings, both in-house and externally. Prepare meeting spaces by arranging necessary equipment or materials. Prepare and edit documents, presentations, and reports for executives, ensuring accuracy and professionalism. Provide reminders for upcoming appointments and meetings. Assist in general administrative duties such as filing, data entry, and document preparation. Ensure office equipment, such as printers, fax machines, and phones, are functioning properly and coordinate repairs when necessary. Handle sensitive and confidential information with discretion and integrity. Anticipate the needs of the executive and proactively address potential issues. Adhere to organizational policies and procedures.

Skills & Education Required

Strong organizational and time management skills. Excellent written and verbal communication skills. High level of discretion and professionalism. Proficiency with office software (Microsoft Office, Google Workspace, etc.). Ability to manage multiple tasks and prioritize effectively. Attention to detail and accuracy. Problem-solving and critical-thinking capabilities.

Language

English Proficiency in other European languages is strongly preferred.
Job Type: Full-time

Education:

* Bachelor's (Required)