Personal Assistant to General Manager

Job description

Company Description

"Why work for Accor?

We are far more than a worldwide leader. We welcome you as you are, and you can find opportunities in brands that match your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit https://careers.accor.com/

Do what you love, care for the world, dare to challenge the status quo! #BELIMITLESS"

Job Description

Main Responsibilities:

·  Excellent knowledge of word processing.
·  Responsible for the preparation of office correspondence using appropriate format, as set by the company, regarding fonts, logos, etc.
·  Receives, opens, and sorts all incoming business mail and arranges for the mailing of outgoing office mail for the GM and HM.
·  Handles all office correspondence and information with discretion and confidentiality.
·  Maintaining and updating a conventional office filing system which provides for easy access to data requests.
·  To maintain an electronic filing system on his/her assigned PC’s hard disc.
·  To keep meeting minutes when required.
·  Answering, screening and transferring phone calls for the GM and HM.
·  Schedules appointments for the GM and HM and keeps them informed and updated.
·  Receives screens and welcomes office visitors in a courteous, professional manner at all times maintaining standards of hospitality established by their rank.
·  Sees to the proper handling, use and maintenance of office equipment and supplies.
·  Coordinates for cleanliness and maintenance in his/her own area, as well as in the GM’s and HM’s offices.
·  Maintains an orderly and organised space.
·  Acts as liaison and coordinator between the GM’s and HM’s offices and other departments and department heads.
·  Maintains a professional and friendly relationship and approach with his/her counterpart in the owning company.
·  Handles and arranges travelling issues for the GM and HM.
·  Will be responsible for the Duty Managers log book follow-up.
·  Collects necessary information for the planning and preparation of the Duty Manager’s roster/schedule.
·  In coordination with the GM, plans and prepares the Duty Manager’s monthly roster/schedule and keeps the GM updated on changes and corrections.
·  Collects necessary information in order to establish a weekly attendance forecast of the Executive Committee members and Department Heads A and B for the GM’s overview and keeps the GM updated on changes.
·  Receives information from the Director of Rooms in order to prepare the GM’s welcome letter for Club Millesime and Suites guests.
·  Ensures proper distribution of information from the GM’s office to all concerned and vice versa.
·  Keeps the GM informed on routine matters relevant to the operation of the hotel.
·  During the GM’s absence, he/she prepares a daily summary of major happenings in order to update the GM upon arrival, or upon request.
·  Ensures correct flow of information by becoming familiar with the organizational chart and company hierarchy.

Other Duties

·  To report for duty punctually wearing the correct uniform and name tag. To maintain a high standard of personal appearance and hygiene and adhere to the hotel and department appearance standards.
·  To provide a friendly, courteous and professional service at all times.
·  To maintain good working relationships with your colleagues and all other departments.
·  To ensure that the HR officer reads the hotel’s  Ambassador Handbook and have an understanding of and adhere to the hotel’s rules and regulations and in particular, the policies and procedures relating to Fire, Hygiene, Health and Safety.
·  To comply with local legislation as required.
·  To respond to any changes in the department as dictated by the needs of the hotel.
·  To be flexible and extend job duties to carry out any other reasonable duties and responsibilities within the job capability as assigned, including redeployment to alternative departments/areas if required, to meet business demands and guest service needs.

Qualifications

The following knowledge, skills and abilities are required:

·  Attention to detail, style and aesthetics of hotel is critical.
·  Outstanding verbal and written communications skills.
·  Sense of secrecy and discreetness
·  The ability to react and adjust to changing business environment and lead the team in ensuring efficient financial management of the department.
·  College Degree in Secretarial / Management or similar field.
·  2-5 years experience in similar role.
·  Fluent in English, Arabic and French

Additional Information

Sofitel Royal Bay Resort Agadir (opening in 2024)