Provides efficient and comprehensive secretarial services to Execitive staff to meet the needs of customers
Overview of duties
Behaves and acts in an exemplary fashion, embodying the brand mindset
Main responsibilities
Directs all aspects of secretarial work in the hotel, maintains the executive office and all matters relating to executive administration in a confidential, professional manner
- Is the point of contact between the CGM and HODs, managers and other employees
- Interacts with guests and individuals outside the hotel including, but not limited to, current and potential clients, owning company representatives, suppliers, competitors and other members of the local community
- Customer relations
- Represents the hotel in a positive manner on and off duty
Professional techniques/ Production
- Reports directly to and communicates with the CGM on all administrative matters
- Attends meetings between CGM with BOD, external partners and suppliers, HODs meetings or Excom meeting as requested. Takes minutes and interprets in those meetings should there be a need
- Cooperates, coordinates and communicates with Department Heads and other inter- departmental secretaries as appropriate
- Distributes memos, letters and other information etc.
- Stores and keeps all confidential informaiton
- Day- to- day secretarial work to include typing, filing and telephone
- Translates incoming letters, documents, articles as requested
- Handles reservation as requested by CGM
- Prepares and updates HOD weekly/Monthly working schedule and roster
- Maintains the utmost confidentiality and discretion when handling business affairs
- Manages CGM’s working schedule, arranges interal/ external appointments for CGM
Team management and cross- departmental responsibilites
- Is the point of contract for all departments in terms of administrative matters
- Contributes to boosting cross- departmental working methods thanks to his/her relational skills, adaptability and professionalism
- Contributes to boosting cross- department in terms of administrative matters.
Respects the resort’s policies and procedures in terms of filing, contracting, billing, total guest satisfation, confidentiality
Hygiene/ Personal safety/ Environment
Management and administraition
- Maintains hotel standards for hygiene and physical appearance
- Ensures that the workplace remains clean and tidy
- Ensures respect of the hotel’s commitments to the “Environment Charter” (energy saving, recycling and sorting waste etc).
- Maintains general cleanliness and order within the department
- Adheres to all fire and safety regulations.
Reporting line
Reports to the CGM
