As an Executive Secretary, you will play a pivotal role in delivering comprehensive executive secretarial and administrative support to the General Manager. Your responsibilities encompass a wide spectrum, including handling highly confidential and sensitive matters, contributing to the seamless functioning of the executive office.
Key Job Responsibilities:
- Execute meticulous typing, proofreading, and dispatching of all outgoing correspondence, ensuring the highest standard is maintained.
- Prioritize and review all incoming mail, forwarding it to the General Manager after careful consideration.
- Take proactive measures on routine standardized correspondence, promptly informing the General Manager of matters such as membership requests, accommodation inquiries, and brochure requests.
- Efficiently coordinate and follow up with internal departments on behalf of the General Manager to facilitate smooth operations.
- Prepare letters on behalf of the General Manager, ensuring clarity and professionalism in communication.
- Maintain an organized and systematic filing system for all correspondence.
- Attend meetings, record minutes accurately, and distribute them while following up on action items.
- Manage all telephone calls and appointments for the General Manager, employing effective screening and prioritization techniques.
- Manage the distribution, filing, and information flow of Duty Manager Reports, ensuring timely and accurate administration.
- Prepare complimentary, upgrade request forms, and gift vouchers as requested by various departments and business contacts, maintaining a high level of attention to detail and efficiency.
- Establish and update a comprehensive database of contacts as needed by the General Manager.
- Organize travel arrangements and coordinate external business trips on behalf of the General Manager.
- Operate in a safe and environmentally friendly manner to safeguard the health and safety of guests and colleagues, as well as contribute to environmental conservation.
- Adhere to the hotel's environmental, health, and safety policies and procedures.