Executive Secretary

Summary

You will be responsible to provide an excellent and consistent level of administrative support to your customers. The Secretary is responsible to provide strong and efficient administrative support
- To abide by the mission statement of the hotel, the department, and the respective section.
- Handling all secretarial work for the office of the General Manager.
- Promptly replying to all correspondence without constant supervision.
- Coordination with all HODs for various meetings.
- Coordination/follow-ups with departments on daily complaints, night reports, requisitions, cheques, etc.
- Coordination with HODs for the monthly report.
- Responsible for taking minutes of the meeting.
- Responsible for collating information and providing it to the General Manager as and when requested.
- Coordinate with all the departments for the smooth functioning of the organization.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Take and distribute meeting minutes to appropriate individuals.
- Handle and distribute incoming and outgoing mail.
- Handle incoming parcels and other materials.
- Create and maintain computer and paper-based filing and organization systems for records, reports, documents, etc.
- Transmit information or documents using a computer, mail, or facsimile machine.
- Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
- Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, and reservations, and answer inquiries from guests.
- Operate standard office equipment other than computers such as telephone, typewriter, fax, photocopier, calculator, and electronic peripherals.
- Document and communicate all guest requests/complaints to appropriate personnel.
- Monitor all social channels and reply to the guests on behalf of the GM after taking necessary approvals on case to case.
- Prepare and manage correspondence, reports, and documents
- Organize and coordinate meetings, and conferences.
- Take, type, and distribute minutes of meetings to all attended parties.
- Implement and maintain office systems.
- Maintain schedules and calendars of the General Manager.
- Arrange and confirm appointments after consulting with the GM and availability.
- Coordination for the organization of internal and external events and setup maintain filing systems as per the company standards.
- Set up work procedures.
- Maintain databases of the visitors and potential business
- Communicate verbally and in writing to answer inquiries and provide information.
- Liaison with internal and external contacts.
- Coordinate the flow of information both internally and externally.
- Operate office equipment and also manage office space effectively.
- Always adhere to personal grooming as per the standards laid down by the hotel and maintain high standards of grooming.
- In addition to the above functions, any other assignment/job given by the superior authority occasionally or daily is to be performed.

**Qualifications**:

- Minimum 2 years work experience as a secretary in a hotel or big company
- Fluently in English
- Good appearance