So, you will greet them as soon as they arrive in a pleasant, professional manner. You will say who you are, “Good morning, my name is Ann Brown (never Brown Ann), I am the Manager’s assistant’. This of course will be said with a smile.
If they have arrived too early, you may offer them tea or coffee. If the Manager is busy, you will apologize (‘I’m so sorry’) and explain that he has been detained in a meeting or by a very important phone call, etc., and that he will see the visitor as soon as he is free. You can also offer coffee or tea!
Professional telephone behavior
Answer the telephone promptly.
Start each call by saying who you are and your position.
If you are calling, ask whether or not it is convenient to proceed.
If you cannot take the call or put the caller through, explain why and offer to call back. Do not forget to note the name and number of the caller.
Explain straightaway the purpose of the call.
Make sure you know to whom you are speaking.
Listen, do not interrupt.
Show that you are listening by saying ‘mmm, yes, really,’ etc.
Do not try to do something else while phoning.
Smiling while you are talking will make you sound friendlier.
When offered help or advice, do not forget to say ‘Thank you very much indeed/Thank you for having been so helpful’.
You will probably need to spell names on the phone so use the telephone alphabet.
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