Personal Assistant

Job Qualifications • Well developed computer knowledge, particularly in the use of MS Office and email /.

Minimum 2 years work experience as a secretary or Senior Clerk in a hotel or big company. Key Areas of Responsibilities • Assists in the preparation of the Annual Business Plan. • Responds to the results of the Consumer Audit and ensures that the relevant changes are implemented. • Responsible for maintaining the General Manager’s schedule, booking meetings and appointments, and serving as a gatekeeper, screening calls and prioritizing daily tasks and responsibilities. • Make follow-ups to different departments, company, person any pending documents as requested by the General Manager including the status thereof. • Acts as liaison in coordinating matters between the Executive Office and other LCs, department heads and managers. • Works closely with other employees in a supportive and flexible manner, focusing on the overall success of the hotel and the satisfaction of hotel guests. • Researches and assembles information from a variety of sources for the preparation of reports and correspondence for the General Manager. • Works in a supportive and flexible manner with other departments. • Ensures new technology and equipment are embraced, improving productivity whilst taking work out of the system. • Provides administrative support to General Manager and Executive Office; ensures the implementation of hotel policies, standards, and procedures as they apply to the administrative functions. • Types, files, and upkeeps all private and confidential matters related to the department. • Prepare invoices or financial statements and provide assistance in keeping records. • Sets up a systematic and efficient filing system, both for hardcopies as well as all electronic data, that enables quick retrieval; ensures all files are kept up-to-date at all times. • Prepares the relevant materials for all meetings attended by General Manager: • Daily Operations Meeting, Executive Committee Meetings, Departmental Meetings and all other meetings. • Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls. • Makes copies of correspondence or other printed matters. • Prepares outgoing mail • Types, takes dictation and minutes, draft letters, files and traces and composes correspondence. • Monitors and maintains the proper appearance of the Division’s office area. • Handles outgoing mails by courier. • Ensures travel authorization forms are fully completed and signed by the respective executive before handing over to the Director of Finance for signature. • Handles monthly requisition of stationeries/general and dry goods stores • Attends and contributes to all training sessions and meetings as required. • Maintains strong, professional relationship with the relevant representatives from competitor hotels, business partners and other organizations. • Reads the hotel's Employee Handbook and has an understanding of and adhere to the hotel's rules and regulations and in particular, the policies and procedures relating to computer resources, fire, hygiene, health and safety. • Ensures high standards of personal presentation and grooming. • Responds to changes in the administration function as dictated by the industry, company and hotel. • Carries out any other reasonable duties and responsibilities as assigned