Executive Secretary to General Manager

Job Description

Main Duties : Administration

• Provides administrative support to General Manager. Ensures the implementation of hotel policies, standards, and procedures as they apply to the administrative functions.
• Types, files and upkeeps all private and confidential matters related to the department.
• Sets up a systematic and efficient filing system, both for hardcopies as well as all electronic data, that enables quick retrieval; ensures all files are kept up-to-date at all times.
• Prepares the relevant materials for all meetings attended by General Manager. Daily Operations Meeting, Executive Committee Meetings, Departmental Meetings and any other meetings.
• Prepares and circulates the minutes of the meetings.
• Answers telephone calls courteously and gives information to callers. Routes call to appropriate official and places outgoing calls.
• Makes copies of correspondence or other printed matters.
• Prepares outgoing mail.
• Types, takes dictation and minutes, draft letters, files and traces and composes correspondence.
• Monitors and maintains the proper appearance of the office area.
• Handles outgoing mails by courier.
• Makes and confirms appointments for the General Manager.

Customer Service

• Provides assistance & support to internal customers in other departments as appropriate.
• Handles all guest and internal customer complaints and inquiries in a courteous and efficient manner, following through to make sure problems are resolved satisfactorily.
• Maintains positive guest and colleague interactions with good working relationships.
• Greets visitors, ascertains nature of business, and directs visitors appropriately.

Other Duties

• Attends and contributes to all training sessions and meetings as required.
• Exercises responsible behavior at all times and positively representing the hotel team.
• Maintains strong, professional relationship with the relevant representatives from competitor hotels, business partners and other organizations.
• Ensures high standards of personal presentation and grooming.
• Carries out any other reasonable duties and responsibilities as assigned.

Qualifications

• 1-2years of experience in internal and external communication, corporate identity management and public relations management within the five-star luxury property.
• Experienced in event and event management.
• Effective communication, relationship development skills, strong representation skills.
• Creative, innovative, dynamic, result-oriented and self-motivated.
• High organizational planning, follow-up, presentation and reporting skills.
• Able to use MS Office programs at an advanced level and have knowledge about special programs for their work,
• Fluent in spoken and written English.
• Additional foreign language is an asset.