Executive Receptionist Job Description [Updated for 2025]

In the corporate world, the role of the executive receptionist is increasingly important.

Businesses evolve, and with each stride, the demand for skilled professionals who can smoothly run the front office operations, grows.

But let’s dig a little deeper: What’s really expected from an executive receptionist?

Whether you are:

• A job seeker aiming to understand the core of this role,
• A hiring manager formulating the perfect candidate profile,
• Or simply curious about the dynamics of executive receptionist duties,

You’re in the right place.

Today, we present a customizable executive receptionist job description template, designed for effortless posting on job boards or career sites.

Let’s dive right into it.

Executive Receptionist Duties and Responsibilities

Executive Receptionists are often the first point of contact in an organization and are responsible for ensuring smooth communication both internally and externally.

Their duties require a high level of organizational skills, exceptional communication skills, and a strong sense of professionalism.

Their daily duties and responsibilities include:

• Greeting visitors and ensuring they are comfortable while waiting
• Answering, screening, and forwarding incoming phone calls while providing basic information when needed
• Receiving and sorting daily mail and deliveries
• Scheduling appointments and updating the company calendar
• Maintaining office security by following safety procedures and controlling access via the reception desk
• Assisting with a variety of administrative tasks including copying, faxing, taking notes, and making travel plans
• Ordering front office supplies and keeping inventory of stock
• Ensuring reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms, and brochures)
• Providing basic and accurate information in-person and via phone/email
• Performing other clerical receptionist duties such as filing, photocopying, transcribing, and faxing

 

Executive Receptionist Job Description Template

Job Brief

We are seeking a personable and highly organized Executive Receptionist to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks.

As an Executive Receptionist, you will be the first point of contact for our company.

You will welcome guests and greet people who visit the business.

You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.

Ultimately, you should be able to ensure our front desk provides professional and friendly service to our customers.

 

Responsibilities

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk
• Order front office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

 

Qualifications

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• High school degree; additional certification in Office Management is a plus

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Executive Receptionist
• Work Environment: Office setting. Some travel may be required for errands or office-related needs.
• Reporting Structure: Reports to the Office Manager or Administrative Supervisor.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $28,000 minimum to $40,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Executive Receptionist Do?

An Executive Receptionist typically works in the front desk area of an office, often the first point of contact for visitors and clients.

They work in a variety of industries, including corporate environments, law firms, medical offices, and hospitality industries.

Their primary role involves greeting and directing visitors, answering and routing incoming calls, and providing information to visitors and employees.

They also handle administrative tasks such as scheduling appointments, managing calendars, sorting mail, and maintaining files.

In addition, an Executive Receptionist may assist with the preparation of meetings and conferences, coordinate office supplies, and help with various other administrative tasks.

They are expected to maintain a professional and friendly demeanor at all times, as they often contribute significantly to the first impression visitors have of the company.

Moreover, Executive Receptionists are often responsible for security in their organizations, monitoring visitor access, issuing visitor badges, and keeping an eye on the reception area.

In many organizations, they also handle some basic HR duties, such as onboarding new employees and assisting with internal communications.

Overall, an Executive Receptionist is a crucial member of the administrative team, ensuring the smooth operation of the front office and contributing to a positive company image.

 

Executive Receptionist Qualifications and Skills

An effective Executive Receptionist needs a unique set of skills and qualifications that typically include:

• Excellent communication skills to interact professionally with guests, employees and management. This includes both verbal and written communication.
• Strong organizational skills to manage multiple tasks, from answering phones and greeting guests, to scheduling appointments and maintaining records.
• Time management skills to ensure all tasks are completed in a timely manner and prioritize tasks based on urgency and importance.
• Customer service skills to provide a welcoming and supportive experience for guests and to handle any complaints with grace and professionalism.
• Proficiency in office technology, including phone systems, computers, and office software such as Microsoft Office or Google Suite.
• Interpersonal skills to build rapport with guests and form strong relationships with coworkers and management.
• Attention to detail for tasks such as taking messages, maintaining records, and managing scheduling.
• Ability to handle sensitive information with discretion, as they may be privy to confidential company information or private conversations.

 

Executive Receptionist Experience Requirements

An Executive Receptionist typically has at least 1 to 2 years of experience in a front desk or receptionist role.

They might gain this experience in various settings, such as in corporations, hotels, or other customer service roles, where they handle administrative tasks and interact with clients or customers.

Internships or part-time roles in office administration can also provide the necessary experience for these professionals.

They may also gain useful experience through customer service roles in retail, hospitality, or other industries that require high levels of people interaction and service.

Executive Receptionists with more than 3 years of experience usually have honed their skills in multitasking, customer service, and office management.

They are often proficient in using office software and handling complex administrative tasks, and they may also have experience with scheduling, project coordination, and other higher-level administrative functions.

Those with over 5 years of experience in reception or administrative roles may be ready for roles that require managing others or overseeing the entire reception area, such as a Front Office Manager or Reception Supervisor role.

They may have also gained experience in a specialized industry, such as legal or medical, that requires specific knowledge and skills.

 

Executive Receptionist Education and Training Requirements

Executive Receptionists typically have a high school diploma or equivalent.

However, a degree in business administration, communications, or a related field can be beneficial.

They also need strong computer skills, including proficiency in software programs such as Microsoft Office Suite.

Basic knowledge of bookkeeping software could also be advantageous.

Executive Receptionists are often the first point of contact for clients, therefore, having excellent verbal and written communication skills is essential.

They may also need a familiarity with office equipment such as multi-line phone systems, scanners, and copiers.

Some positions may require Executive Receptionists to have prior experience in a similar role or environment.

This experience can often be obtained through entry-level positions or internships.

Although not required, professional certifications such as Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) can demonstrate a candidate’s competence and dedication to the role.

Ongoing training and professional development opportunities may also be beneficial for staying up-to-date with the latest office technology and customer service methods.

 

Executive Receptionist Salary Expectations

An Executive Receptionist can expect to earn an average salary of $37,500 (USD) per year.

However, this figure can fluctuate based on factors such as experience, the size and industry of the employing company, and the cost of living in the job location.

 

Executive Receptionist Job Description FAQs

What skills does an Executive Receptionist need?

An Executive Receptionist should have strong organizational and communication skills to manage front desk operations effectively.

They should be proficient in handling multiple phone lines, scheduling meetings, and coordinating mail and package deliveries.

They should also be adept at using office equipment and software, such as copiers, scanners, and scheduling applications.

 

Do Executive Receptionists need any specific qualifications?

Most employers require a high school diploma or equivalent for the role of an Executive Receptionist.

However, having a degree or certification in business administration, office management, or related field can be beneficial.

Prior experience in a receptionist or administrative role is often preferred.

 

What should you look for in an Executive Receptionist resume?

In an Executive Receptionist’s resume, look for previous experience in reception or administrative roles, especially in a corporate environment.

Proficiency in using office equipment and software, and skills in organization and communication should be clearly highlighted.

Additionally, training in customer service, business communication, or office management can add value.

 

What qualities make a good Executive Receptionist?

A good Executive Receptionist is friendly, professional, and approachable, as they often serve as the first point of contact for visitors.

They should also be highly organized and able to multitask, as the role often involves handling multiple duties simultaneously.

Dependability is also key, as they are responsible for several essential functions of the office.

 

What is the role of an Executive Receptionist in a company?

The Executive Receptionist plays a crucial role in maintaining the smooth functioning of the office.

They manage the front desk operations, handle phone calls, schedule meetings, and assist visitors.

Moreover, they also perform various administrative tasks like maintaining office supplies, distributing mail, and coordinating office events.

They contribute to creating a welcoming and professional office environment.

 

What is the career progression for an Executive Receptionist?

Executive Receptionists can advance in their careers by taking on more responsibilities or moving into higher administrative roles.

With experience, they can become Administrative Assistants, Office Managers, or Executive Assistants.

Some may choose to pursue further education to advance into roles such as Human Resources or Operations Management.

 

Conclusion

And there you have it.

Today, we’ve unveiled the behind-the-scenes intricacies of being an executive receptionist.

Surprised?

It’s not just about answering phone calls.

It’s about facilitating the smooth operations of an organization, one interaction at a time.

Armed with our comprehensive executive receptionist job description template and real-world examples, you’re equipped to take the next step.

But why stop there?

Immerse yourself further with our job description generator. It’s your stepping stone to creating immaculate job listings or refining your resume to perfection.

Remember:

Every interaction is an opportunity to make a difference.

Let’s shape those experiences. Together.

How to Become an Executive Receptionist (Complete Guide)

Fearless and Fearful: Inside the Lives of People With the World’s Riskiest Jobs

Low Pay, High Dedication: Unveiling the Least Rewarding Jobs in America

The Economic Shield: Jobs That Protect Against Market Crashes

Work from Paradise: Remote Jobs That Can Pay Your Bills and Then Some!