Executive Assistant

Job description

· Establishes and maintains strong relationships with Government / Special VIPs/Owning Company and liaises with them with regard to hotel related issues and matters on behalf of the General Manager as requested.
· Reviews scheduled functions, group or VIP arrival events and discusses special instructions with all relevant departments.
· Ensures departments concerned adhere to all rules and procedure set by the authority while carry out the day-to-day operations.
· Greets important local government official/ delegation / Special VIPs/Owning company officials that visit the hotel or attending any function in the hotel.
· Provides administrative support to General Manager and ensures the implementation of hotel policies, standards, and procedures as they apply to the administrative functions.
· Reads and routes incoming mails.
· Locates and attaches appropriate file correspondence to be answered by General Manager.
· Types, file, and upkeep of all private and confidential matters related to the Executive Office.
· Sets up and maintains systematic and efficient filing system, both for hard files as well as all electronic data, that enables quick retrieval.

Desired profile

Qualifications :

·  Ensures all files are kept up to date at all times.
·  Prepares the relevant materials for all meetings attended by the General Manager: Daily Operations Meeting, Executive Committee Meetings, Departmental Meetings and ad hoc meetings.
·  Maintains and updates the activities diary to keep track all official activities and event that involve the General Manager.
·  Reminds the General Manager on all important appointments/ events or activities that to be attended by the General Manager.
·  Assists with the development and maintenance of a detailed Department Operations Manual that reflects policies & procedures, work processes and standards of performance within the Division. Ensures annual review to accurately reflect any changes.
·  Submits all reports required by the Management and local authority on a timely basis.
·  Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
·  Maintains and updates the Corporate/ Government contact lists as required.
·  Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person