Executive Assistant – TIME Grand Plaza Hotel

Job Description For Executive Assistant – TIME Grand Plaza Hotel
We are currently looking for an Executive Assistant to join our team. The ideal candidate, preferably with previous experience in a similar role in reputed hospitality organizations and the ability to fulfill the following core responsibilities.

·Deals incoming and outgoing mail on a daily basis and distributes it in a timely manner.

·Takes incoming and places all outgoing telephone calls promptly and courteously per the standard procedure.

·Handles and manages the General Manager’s Schedules and calendars; and arranges meetings as required.

·Maintains stock of office stationery.

·Attends and takes minutes for the Department Heads Meeting.

·Develops and maintains office procedures and systems and ensure smooth office operations, with a trace system in place.

·Ensures that all incoming external reports are issued in a timely manner.

·Liaises with all management and staff in a spirit of team work to ensure a smooth and efficient administration of the hotel.

·Reminds Department Heads of reports due.

·Prepares, assembles and distributes various reports and documents as compiled by the GM.

·Keeps GM’s calendar constantly updated to facilitate appointment and meeting schedules.

·Establishes and maintains various filing/records/database of business contacts, traces pending items and follows up as appropriate.

·Functions as an administrative link between and among all levels of hotel employees, guests, and external contacts to ensure that all parties receive the relevant information.

·Prepares complimentary vouchers as individual departments and business contacts request and keeps an updated record master file.

·Sends accurate replies to all guest comments and feedback signed and approved by the GM.

·Prepares the monthly summary report of guest comments and suggestions.

·Works according to the workload and pressure and is available for overtime when required.

·Performs other duties as assigned by the General ManagerUnderstands and strictly adheres to the Rules & Regulations established in the Employees Handbook and the Hotel’s policy on Fire, Health and Safety.

·Reports for duty punctually, always wearing the correct uniform and name tag.

·Is able to work split shifts as and when required.

·Maintains a high standard of personal appearance and hygiene at all times.

·Maintains a good rapport and working relationship with staff in all other departments.

·Attends and contribute to all Staff meeting, Department Heads meeting and Hotel pieces of training scheduled and other related activities.

·Projects at all times a positive and motivated attitude and exercise self-control.

·Ensures that the standards required by Law and by Management are maintained at all times and keeps all read, told, and overheard information of the company and management strictly confidential.

Qualifications:

Bachelor’s degree or equivalent
previous experience in a similar role (1-2 years).
Strong communication and interpersonal skills
Excellent organizational and time management skills