Executive Assistant to Senior Management
2 weeks ago
Job Summary:
This role is responsible for providing high-level secretarial and administrative support to the General Manager, ensuring the smooth running of the office and the General Manager's schedule.
Key Responsibilities:
- Manage the General Manager's diary to coordinate meetings and appointments.
- Screen and handle phone calls, appointments, mails, and emails, taking action accordingly.
- Take minutes at the Executive Committee Meeting.
- Coordinate and communicate with various departments and staff on matters directed by the General Manager.
- Prepare and manage correspondences with internal and external parties for the General Manager's signature.
- Attend to requests from divisional, corporate, or owners' offices and facilitate accordingly.
- Attend to residents' or patrons' special requests or complaints directed to the General Manager.
- Coordinate travel arrangements in a highly efficient manner and prepare a detailed travel file.
- Ensure approval forms are prepared for the General Manager's signature and approval of the Vice President Operations, e.g., leave application forms, travel approval forms, expense claims, reports, etc.
- Maintain systematic and 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 a complete knowledge of all F&B services, contents, and 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 management.
Qualifications:
- Diploma education.
- Minimum 23 years of secretarial experience with at least 1 year serving senior management level.
- Excellent reading, writing, and oral proficiency in English language.
- Good working knowledge of MS Excel, Word, and PowerPoint.
Remote Work: No
Employment Type: Full-time
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