Executive Assistant

Directly support the General Manager and Hotel Manager with administration, including but not limited to taking messages, and coordinating appointments. Preparing presentations and documents on behalf of the Executive Office.Compiling and distributing various duty schedules involving the senior and administrative teams.Coordination of Executive Office VIP bookings and managing VIP arrivals.Organising travel and itineraries for hotel management, business associates and visiting guests.Coordinating monthly meetings with owners and compiling the monthly owners report ensuring this is achieved by the required deadline.Producing minutes for key hotel meetings.Screening telephone calls, enquiries and requests, and handling them when appropriate.Organising and maintaining GM diaries and making appointments.Dealing with incoming email, faxes and post, often corresponding on behalf of their manager.Carrying out background research and presenting findings.Producing documents, briefing papers, reports and presentations.Organising and attending meetings and ensuring respective manager is well-prepared for meetings.Liaising with clients, suppliers and staff.Devising and maintaining office systems, including but not limited to data management and filing. Facilitate the smooth running of all department through adequate supply of materials and equipment such as hotel stationery.Ensure that all invoices, travel and administrative invoices passed through to GM for signing are backed up with the correct documentation.Handle petty cash and expense claims for Executive Office members. Maximise on the effectiveness of internal/routine meetings by briefing Executive Office members prior to meetings in relation to key agenda points.Maintain regular and effective communication with Heads of Department providing or requesting information as is necessary to the smooth running of the hotel.Develop cohesive working relationships with owners and their representatives; responding to requests as needed.