Executive Secretary

About the Role

The Executive Secretary / Personal Assistant provides comprehensive administrative and secretarial support to the Regional General Manager. The role involves handling confidential and sensitive information and requires a high level of discretion professionalism organization and integrity.

The position is responsible for the smooth day-to-day administration of the Executive Office including scheduling correspondence filing meeting coordination information flow reporting and follow-up. The Executive Secretary may also provide administrative support to other key Department Heads in accordance with internal hotel requirements.

Key Responsibilities

Executive Office & Administration

• Provide comprehensive secretarial and administrative support to the Regional General Manager.
• Manage calendars appointments meetings correspondence and daily office activities.
• Prepare business correspondence memoranda reports forms and confidential documents.
• Maintain an organized filing and document management system.
• Answer and channel telephone calls and receive and screen visitors and office callers.
• Receive sort distribute and dispatch incoming and outgoing correspondence.
• Ensure the proper handling and maintenance of office equipment and supplies.
• Maintain the cleanliness and organization of the Executive Office.

Meetings & Information Management

• Attend meetings and prepare accurate minutes and meeting notes.
• Maintain records of daily briefings follow-ups and important information for the Regional General Manager.
• Ensure effective information flow between the Executive Office and relevant hotel departments.
• Ensure that internal memos and communications are properly distributed and reach the relevant departments.
• Prepare daily updates on major hotel activities for the Regional General Manager during their absence.
• Proactively identify and communicate relevant issues ideas and areas for improvement.

Duty Manager & Department Heads Coordination

• Coordinate the distribution filing and information flow of Duty Manager reports.
• Assist in preparing the monthly duty planning for Department Heads in coordination with the Hotel/General Manager.
• Gather and consolidate attendance information for Department Heads including working days and days off.
• Make necessary updates or corrections and provide the relevant overview to the Regional General Manager.

In-House Materials & Communications

• Prepare and format internal and guest-facing materials including menus guest letters forms and other communications when required.
• Ensure materials are presented professionally and in line with company Corporate Design requirements including approved fonts logos and layouts.
• Coordinate with relevant departments to ensure guest communications and materials are accurate and up to date.

General Responsibilities

• Maintain a thorough understanding of hotel policies procedures operational standards and relevant company documentation.
• Ensure compliance with applicable hotel policies procedures and legal requirements.
• Support emergency preparedness and ensure familiarity with the hotels emergency procedures.
• Maintain relevant vacation and public holiday records and provide consolidated information to the Director of HR when required.
• Support Task Force teams and new hotel openings when required.
• Perform any other reasonable duties and responsibilities as assigned.

ISO & Integrated Management System Compliance

All employees are responsible for complying with the established ISO Integrated Management System including Quality LQA Environment Health Safety & Risk Management Food Safety Management and Customer Complaint Handling Management Systems as well as applicable policies procedures manuals SOPs and legal requirements.

The role is expected to contribute to risk management environmental impact assessment pollution prevention energy and water conservation quality improvement guest satisfaction and continual improvement initiatives.

Qualifications :

• Previous experience in a relevant Executive Secretary Personal Assistant or administrative role preferably within the hospitality industry.
• Excellent knowledge of Microsoft Office applications.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High level of confidentiality discretion and professionalism.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and work effectively under pressure.
• Proactive approach with sound judgment and problem-solving skills.
• Ability to work independently and collaboratively as part of a team.
• Good knowledge of hotel operations policies and procedures is an advantage.

Remote Work :

No

Employment Type :

Full-time