Personal Assistant to GM

Job description

Company Description

The Pullman Vung Tau Hotel features 356 rooms with contemporary designs inspired by the creative and vibrant coastal city life, offering guests a "bleisure" experience — a perfect balance between work and leisure. Our conference and event center spans over 2,321 square meters, comprising 2 grand ballrooms and 4 meeting rooms equipped with state-of-the-art facilities, accommodating up to 1200 guests. Guests can also meet, entertain, or relax while enjoying distinct and enticing culinary experiences at Riviera Restaurant with an international à la carte menu, Corniche Ultra Lounge serving Tapas or experiencing delightful beverages at the Lobby Bar or Poolside Bar. The Fit Lounge is open 24/7, and the outdoor pool bathed in natural light, complemented by Pullman's unique amenities such as the Welcomer service, Signature Pullman bedding, Connectivity Lounge, and Co-Meeting criteria, ensuring a satisfying stay for all guests.

Job Description

GENERAL MISSION

·  To ensure the efficient administration of the Executive Office.
·  To assist directly the General Manager in his responsibilities.

RESPONSIBILITIES AND MEANS

·  Ensures that the day to day administrative needs are fulfilled.
·  Be responsible for rendering secretarial and clerical services for the General Manager.
·  Keeps all information confidential.

TECHNICAL RESPONSIBILITIES

·  Inputs in the computer specific data when requested.
·  Handles telephone incoming/outgoing calls.
·  Arranges appointments for, and reminds of appointments and meetings.
·  Keep files in good order.
·  Handle different kind of bookings for owning companies
·  Be in charge of expatriate contract follow-up including IMS, renewal, local language translation.
·  Duty arrangements for department heads.
·  Operation smile donnation register.
·  Maintain proper communication including follow up with owning company, shareholders and Accor office.
·  Assisting AAPC office’s employees for entry visa to Vietnam.
·  Coordinate & arranging airline tickets & accomodation, visa for GM and department heads trips.
·  Be responsible for the good order/cleanliness of own work area and equipment.
·  Monitors the casual staff requisitions of departments.
·  Follows up with approval of casual staff orders submitted by department heads and sends these orders to the supplier in most proper ways.
·  Coordinates with the supplier in effective manner to make sure all casual staff fully attends the operations in terms of working schedule, quantity as required in the casual staff orders.
·  Ensures casual staff strictly follows grooming standards, working regulations and hotel rules.
·  Handles complaints and proposes solutions for problems concerning to employment of casual staff in daily operations.
·  Ensures the accuracy of casual staff attendance record. Prepares monthly payment report and other reports as required by hotel management.

COMMERCIAL RESPONSIBILITIES

·  Handles suppliers when requested.

ADMINISTRATIVE RESPONSIBILITIES

·  Records and transcribes minutes of meetings.
·  Drafts routine or simple correspondence as assigned.
·  Typing correspondence, memorandums, circulars, reports etc
·  Opens/dispatches mail relative to the division.
·  Maintains office supplies.
·  Performs special duties in relation with the division when requested.

HUMAN RESOURCE RESPONSIBILITIES

·  Handles human relation duties for employees.
·  Sees that employee’s complaints, needs are passed on to the General Manager.
·  Conducts oriented training programs of Accor Group for employees in a regular basis.

REPLACEMENT AND TEMPORARY MISSION

·  Performs other related duties and special projects as directed by the General Manager.

Qualifications

Essential Qualifications

· 
Education :

·  A bachelor's degree in hospitality management, business administration, or a related field (optional but advantageous).
·  Relevant certifications in office management or secretarial courses are a plus.
· 
Experience :

·  Previous experience in a PA, Executive Assistant, or similar role.
·  Familiarity with the hospitality industry is highly desirable.
· 
Technical Skills :

·  Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and hotel management software.
·  Excellent typing speed and document preparation skills.
·  Familiarity with scheduling tools and communication platforms.

Responsibilities to Prepare For

·  Managing the GM’s calendar, arranging meetings, and coordinating travel plans.
·  Acting as a liaison between the GM and hotel departments or external contacts.
·  Preparing reports, presentations, and correspondence on behalf of the GM.
·  Taking notes during meetings and ensuring follow-up on action points.
·  Assisting with guest relations and handling VIP or special requests.
·  Keeping the GM informed about hotel performance, guest feedback, and other key updates.

Languages

·  Fluency in English is essential.
·  Additional language skills, particularly those relevant to the hotel's location or clientele, are a significant advantage.