Position SummaryThe Executive Secretary at Saja Hotels plays a crucial role in managing secretarial and administrative duties for the General Manager's office. This includes filing, scheduling, information management, and word processing tasks. The role further supports department heads as necessary, following the hotel's internal policies. The Executive Secretary also attends meetings to document notes and ensures compliance with hotel policies and procedures.
Responsibilities- Establish proper business correspondence, memoranda, reports, and forms, including confidential documents.
- Maintain a filing system for various data, memorandums, and correspondence both on computer and within the GM’s office.
- Take and establish minutes for meetings.
- Answer and redirect phone calls, arrange appointments, and provide reminders for the GM.
- Receive, screen, and schedule office callers and visitors.
- Receive, open, and sort all incoming mail, dispatching outgoing mail.
- Manage online guest comments and reviews.
- Create and manage follow-ups for monthly and annual reports.
- Perform duties common to all HODs and other assigned tasks.
- Administer the distribution and management of information for Duty Manager Reports.
- Coordinate with the GM for monthly planning of Department Heads' duties.
- Regularly update and create in-house materials like F&B menus with appropriate layouts.
- Work with the HK Manager and F&B Manager to create and establish in-house guest letters.
- Keep track of daily briefings, follow-ups, and important information for the GM.
- Propose new ideas and solutions to the GM.
- Create brief daily reports about major hotel events in the GM’s absence.
- Familiarize with the hotel's organizational chart to ensure proper information flow.
- Be knowledgeable about the hotel's corporate design matters.
Qualifications- Bachelor's Degree
- Proficiency in English (oral and written)
- Proven experience in the hospitality industry
- Minimum of 1 year of experience as Admin Assistant
Full-time
