Personal Assistant to General Manager

Job Summary

The Personal Assistant (PA) to the General Manager provides structured administrative and coordination support to ensure smooth daily operations, effective communication, and timely execution of key priorities. The role requires high levels of organization, confidentiality, and proactive follow-up across departments.

Key Responsibilities

Executive & Calendar Management

• Manage the GM’s calendar, appointments, and meeting scheduling.
• Prioritize meetings based on operational urgency.
• Coordinate internal and external meetings.
• Prepare agendas and relevant documents in advance.

Travel & Expense Management

• Arrange local and international travel bookings.
• Prepare detailed travel itineraries.
• Manage expense tracking and reimbursement submissions.
• Ensure accurate documentation of business expenses.

Reporting & Documentation

• Prepare weekly and monthly reports as requested by the GM.
• Consolidate data from departments (Finance, HR, Operations).
• Draft internal memos and communications.
• ·Ensure documentation is organized and accessible.

ERP & System Coordination

• Support GM with ERP-related entries (MS Dynamics or equivalent).
• Assist in tracking POs, approvals, and operational documentation.
• Monitor data accuracy and escalate discrepancies when required.

Meeting Coordination & Minutes

• Attend meetings as required.
• Record clear and structured meeting minutes.
• Track action points and deadlines.
• Follow up with department heads to ensure execution.

Communication & Follow-Up

• Act as liaison between GM and direct reports.
• Follow up on deliverables, deadlines, and KPIs.
• Ensure alignment and timely response across departments.
• Escalate delays or risks proactively.

Confidentiality & Professionalism

• Handle sensitive information with strict confidentiality.
• Maintain discretion in operational and personnel matters.
• Ensure professional communication standards at all times.

Qualifications & Experience

• Minimum 3–5 years experience as PA or Executive Assistant.
• Experience in hospitality, restaurant, or multi-unit operations preferred.
• Strong understanding of business reporting and operational structure.
• Comfortable working in a fast-paced environment.

Technical Skills

• MS Office (Excel, PowerPoint, Outlook)
• ERP systems (MS Dynamics preferred)
• Reporting and document management tools

Skills & Competencies

• Strong organizational and time-management skills
• Excellent written and verbal communication
• High attention to detail
• Ability to prioritize under pressure
• Strong follow-up discipline
• Professional and discreet

Job Type: Full-time

Application Question(s):

• How many years of PA experience do you have?
• What is your salary expectation?