Executive Secretary

Job PurposeThis position is responsible for providing high-level secretarial and administrative support to the General Manager, and carry out tasks and requests as instructed. The Executive Secretary works with minimum supervision and handles confidential matters professionally.Primary Responsibilities Administrative and coordinationManage the General Manager’s diary to co-ordinate meetings/appointments, and to ensure smooth running of such meetingsScreen/handle telephone calls, appointments, mails and emails and take action accordinglyTake minutes at the Executive Committee MeetingCoordinate and communicate with various departments and all levels of staff on matters directed by the General ManagerPrepare and manage correspondences with internal and external parties for General Manager’s signatureAttend to requests from divisional, corporate or owners offices and facilitate it accordinglyAttend to residents/patrons’ special requests or complaints that are directed to the General ManagerCo-ordinate travel arrangements in a highly efficient manner and prepare detailed travel file accordinglyEnsure approval forms are prepared for the General Manager for signature and approval of the Vice President, Operations, e.g. leave application forms, travel approval forms, expense claims reports, etc.Maintain systematic up-to-date filing and tracing systemsMaintain and update Executive Committee and Department Heads’ personal files kept in the General Manager’s officeMaintain and update Executive Committee and Department Heads’ leave recordMaintain and update ‘Manager-On-Duty’ schedulePrepare monthly financial data reportsMaintain confidentiality of sensitive matters/issuesManage and upkeep the functionality and cleanliness of the officeEnsure adequate stock of office stationeryMaintain a high level of professionalism and project a positive image of the organization.Other ResponsibilitiesMaintain complete knowledge of all F&B services, contents & preparation methods, outlets and hotel services/featuresBe fully conversant with hotel fire & life safety/emergency proceduresAttend all briefings, meetings and trainings as assigned by managementMaintain a high standard of personal appearance and hygiene at all timesPerform other reasonable duties assigned by the assigned by the Management