Executive Secretary

Key Deliverables and Responsibilities Planning and Organizing • Schedule Management: Manage the General Manager's calendar, including scheduling meetings, appointments, and travel arrangements. • Event Coordination: Organize and coordinate events, meetings, and conferences, ensuring all logistical requirements are met. • Documentation: Prepare and manage correspondence, minutes of meetings, reports, and documents, ensuring they are professionally formatted and error-free. • Project Support: Assist in the planning and execution of projects and initiatives as directed by the General Manager. Operational • Communication Liaison: Serve as the primary point of contact between the General Manager and internal/external stakeholders, ensuring clear and timely communication. • Meeting Preparation: Prepare agendas, take minutes, and follow up on action items from meetings. • Travel Arrangements: Organize travel itineraries, accommodations, and related logistics for the General Manager and senior management team. • Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality at all times. Administration • Office Management: Ensure the smooth running of the General Manager's office, including maintaining office supplies and equipment. • Record Keeping: Maintain accurate and up-to-date records, including filing systems, contact lists, and databases. • Budget Monitoring: Assist in monitoring and managing the departmental budget, ensuring expenditures are tracked and reported accurately. • Policy Compliance: Ensure compliance with hotel policies and procedures, particularly in relation to administrative processes and data management. Qualifications and Skills • Education: Bachelor s degree in Business Administration, Hospitality Management, or a related field. • Experience: Minimum of 5 years of experience in an executive assistant or administrative role, preferably within the hospitality industry. • Skills: • Excellent organizational and time management skills. • Excellent written and verbal communication skills. • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook). • Ability to handle multiple tasks and prioritize effectively. • High level of professionalism and discretion. • Strong interpersonal skills and the ability to build relationships at all levels. Personal Attributes • Detail-Oriented: Keen attention to detail and accuracy in all tasks. • Proactive: Self-starter who can anticipate needs and take initiative. • Adaptable: Ability to adapt to changing priorities and work effectively under pressure. • Team Player: Collaborative approach and ability to work well within a team.Company Description • Bachelor's degree in Business Administration, Hospitality Management, or a related field is required. • Minimum of 5 years of progressive experience in an executive assistant or administrative support role, with preference given to candidates with hospitality industry experience. • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook). • Demonstrated expertise in calendar management and scheduling systems. • Proficiency in database management and record-keeping systems. • Exceptional organizational and time management capabilities with proven ability to manage multiple priorities simultaneously. • Superior written and verbal communication skills with the ability to communicate effectively across all organizational levels. • Advanced interpersonal skills with demonstrated ability to build and maintain professional relationships. • Demonstrated ability to work effectively under pressure while maintaining accuracy and attention to detail. • Strong commitment to confidentiality and professional discretion when handling sensitive information. • Proactive approach with the ability to anticipate needs and exercise independent judgment. • Adaptability and flexibility in responding to changing organizational priorities and requirements.