This position is responsible for providing high-level secretarial and administrative support to the General Manager, and carrying out tasks and requests as instructed. The Executive Secretary works with minimum supervision and handles confidential matters professionally.
Responsibilities:
- Ensure that the day-to-day administrative needs of the department are fulfilled.
- Perform the duties within the framework defined by the norms of the Company and within the Hotel’s internal regulations.
- Keep confidential information CONFIDENTIAL.
- Responsible for rendering secretarial and clerical services for the General Manager as required.
- To prepare respective schedules and reports that will be internally distributed or submitted to Accor Head Office laid down by the General Manager.
- To take down and transcribe the minutes of meetings such as Executive Morning Briefing and dictation from the General Manager, etc.
- To prepare correspondence such as faxes, letters, memos, etc as assigned with a coding system for tracking.
- Manage the General Manager Diary, ensuring it allows for an effective day (not to many diary appoints in one day, not to put larger Department Head meetings or Rooms Division
- meetings in one day back to back etc.). This is to allow the General Manager time to clear work without interruption.
- To open and dispatch mail that relates to the department.
- To maintain office supplies stock.
- To keep herself acquainted with the General Manager’s activities in order to assist in discerning priorities.
