Job Purpose
This position is responsible for providing high-level secretarial and administrative support to the General Manager, and carry out tasks and requests as instructed. The Executive Secretary works with minimum supervision and handles confidential matters professionally.
Primary Responsibilities
Administrative and coordination
- Manage the General Manager’s diary to co-ordinate meetings/appointments, and to ensure smooth running of such meetings
- Screen/handle telephone calls, appointments, mails and emails and take action accordingly
- Take minutes at the Executive Committee Meeting
- Coordinate and communicate with various departments and all levels of staff on matters directed by the General Manager
- Prepare and manage correspondences with internal and external parties for General Manager’s signature
- Attend to requests from divisional, corporate or owners offices and facilitate it accordingly
- Attend to residents/patrons’ special requests or complaints that are directed to the General Manager
- Co-ordinate travel arrangements in a highly efficient manner and prepare detailed travel file accordingly
- Ensure approval forms are prepared for the General Manager for signature and approval of the Vice President, Operations, e.g. leave application forms, travel approval forms, expense claims reports, etc.
- Maintain systematic up-to-date filing and tracing systems
- Maintain and update Executive Committee and Department Heads’ personal files kept in the General Manager’s office
- Maintain and update Executive Committee and Department Heads’ leave record
- Maintain and update ‘Manager-On-Duty’ schedule
- Prepare monthly financial data reports
- Maintain confidentiality of sensitive matters/issues
- Manage and upkeep the functionality and cleanliness of the office
- Ensure adequate stock of office stationery
- Maintain a high level of professionalism and project a positive image of the organization.
Other Responsibilities
- Maintain complete knowledge of all F&B services, contents & preparation methods, outlets and hotel services/features
- Be fully conversant with hotel fire & life safety/emergency procedures
- Attend all briefings, meetings and trainings as assigned by management
- Maintain a high standard of personal appearance and hygiene at all times
- Perform other reasonable duties assigned by the assigned by the Management
