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