Executive Secretary

Duties and Responsibilities: • To abide by the mission statement of the hotel, the department, and the respective section. • Handling all secretarial work for the office of the General Manager. • Promptly replying to all correspondence without constant supervision. • Coordination with all HODs for various meetings. • Coordination/follow-ups with departments on daily complaints, night reports, requisitions, cheques, etc. • Coordination with HODs for the monthly report. • Responsible for taking minutes of the meeting. • Responsible for collating information and providing it to the General Manager as and when requested. • Coordinate with all the departments for the smooth functioning of the organization. • Locate and attach appropriate files to incoming correspondence requiring replies. • Take and distribute meeting minutes to appropriate individuals. • Handle and distribute incoming and outgoing mail. • Handle incoming parcels and other materials. • Create and maintain computer and paper-based filing and organization systems for records, reports, documents, etc. • Transmit information or documents using a computer, mail, or facsimile machine. • Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software. • Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, and reservations, and answer inquiries from guests. • Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals. • Document and communicate all guest requests/complaints to appropriate personnel. • Monitor all social channels like Tripadvisor, Facebook, Twitter, Instagram, etc., and reply to the guests on behalf of the GM after taking necessary approvals on case to case. • Prepare and manage correspondence, reports, and documents • Organize and coordinate meetings, and conferences. • Take, type, and distribute minutes of meetings to all attended parties. • Compile and maintain renewal of Star Rating every 2 year from different department. • Maintain schedules and calendars of the General Manager. • Arrange and confirm appointments after consulting with the GM and availability. • Coordination for the organization of internal and external events. • Set up and maintain filing systems as per the company standards. • Set up work procedures. • Maintain databases of the visitors and potential business. • Communicate verbally and in writing to answer inquiries and provide information. • Liaison with internal and external contacts. • Coordinate the flow of information both internally and externally. • Operate office equipment and also manage office space effectively. • Always adhere to personal grooming as per the standards laid down by the hotel and maintain high standards of grooming. • In addition to the above functions, any other assignment/job given by the superior authority occasionally or daily is to be performed. Requirements: · Must possess at least Diploma/Bachelor/Master for any discipline · Diploma/Bachelor/Master in any related in this field. · Minimum 2 year working experience · Work experience in the hotel industry is a bonus · Required skill(s): Passionate, excellent communication and organizational skills · Working Day: 5 Days Per-Week · Working Hour: Office Hour Benefits: · 16 Days Public Holiday, Annual Leave, Medical Leave & Medical Expenses · Marriage Leave with Token , Condolences Leave with Token · Staff Meal, Free Parking