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. Provides efficient and comprehensive secretarial services to Executive staff to meet the needs of customers.
DUTIES AND RESPONSIBILITIES
• Preparing monthly/quarterly operational results for meetings with owning company and board member.
• Understand the responsibilities of other units and departments and co-operate with them.
• Supervises the work of the Executive Office staff.
• Access and use work processing computer packages and keep up to date with enhancements to latest upgrades.
• Day-to-day secretarial work to include typing, filing, faxes and telephone etc.
• Arranging internal / external appointments.
• Taking minutes of Department Heads /ExCom meeting as requested.
• Reports directly to and communicates with the General Manager on all administrative matters.
• Cooperates, coordinates and communicates with Department Heads and other inter-departmental secretaries as appropriate.
• Assess priorities of work and assist in organizing General Manager’s priorities.
• Distribution of memos, letters and other information etc.
• Maintain a filing and trace system.
• Answer incoming telephone calls and either transfer, redirect or take a message.
• 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.
• Maintains the utmost confidentiality and discretion when handling business affairs.
• Arrange room and restaurant reservations for VIP guests/personnel.
• Demonstrate essential overall knowledge of the organization.
• Understand the responsibilities of other sections and departments and co-operate with them.
• Brand standard audit preparation
• Communicate in both verbal and written with the owning company.
• Collect ESG data for owning company.
• Other tasks assigned by General Manager.