Executive Secretary

PRIMARY RESPONSIBILITIES • Assist the General Manager in the day-to-day operation of the hotel as required. • Duties also include handling the calendar and administration assistance for the Hotel Manager • Schedule and arrange all appointments for the GM. • Prioritize all telephone calls and in-person external and internal visitors. • Handle all incoming web-site comments/inquiries. • Arrange all VIP reservation requests and associated amenities. • Compose correspondence for the GM, such as welcome letters, guest follow-up letters, etc. • Assist the GM in his/her public service role by keeping files up-to-date for the various committees and boards he/she participates on. • Schedule all department and division heads for regular meetings with the GM. • Support internal hotel projects, tracking necessary action and updating reports as progress is made (i.e. Hotel Vision, annual budget, etc.). • Keeps the filing system up-to-date including all retail files. • Maintain trace file and bring forward daily items to act on appropriate tasks. • Draft Performance Reviews for Executive Committee. • Handle all office administration duties such as mail, phones, photocopying, and office supplies. • Schedule Executive Committee meetings, take and distribute minutes, and arrange/attend sub-committee meetings as required. • Prepare payroll on a daily basis for administration staff. • Make travel arrangements as required. • Assist with and support staff events as appropriate, such as leadership meetings, executive retreat, staff receptions, etc. • Assume the duties of the Administrative Assistant of the Director of Operations in his/her absence. JOB REQUIREMENTS • Bachelor degree in any discipline. • Minimum of 2-3 years in secretarial, administrative experience. Exposure in hotel operation or hospitality business is highly desirable. • Computer literate and ability to use other office equipments. • Have excellent English communication skills both in written and spoken. • Highly-organized, detail-oriented and possess pleasant personality with excellent communication and interpersonal skills.

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