Executive Assistant to General Manager

Job description

Key tasks

- To assist and responsible for administrative and general assignments from the General Manager and of the department.
- To ensure efficiency of the administration of the department.
- To cooperate with other departments in order to ensure the smooth operation and the management of the hotel.
- Ensure that the day-to-day administrative needs of the department are fulfilled.
- Perform the duties within the framework defined by the norms of the Company and within the Hotel’s internal regulations.
- Keep confidential information CONFIDENTIAL.
- Responsible for rendering secretarial and clerical services for the General Manager as required.
- To prepare respective schedules and reports that will be internally
distributed or submitted to AccorHotels Head Office laid down by the General Manager.
- To take down and transcribe the minutes of meetings such as Executive Morning Briefing and dictation from General Manager, etc.
- To prepare correspondence such as fax, letter, memo, complimentary voucher, etc as assigned with a coding system for tracking.
- To open and dispatch mail that relates to the department.
- To maintain office supplies stock.
- To keep herself acquainted with the General Manager’s activities in order to assist in discerning priorities.
- Input data into computer system as required.
- To arrange appointments for the General Manager, reminds him of appointments and meetings.
- To handle incoming/ outgoing telephone calls and faxes.
- To handle all contact listings such as Owner contacts, AccorHotels contacts, Hotel contacts and other supplier companies, etc.
- To handle the leave application records of all executive and management such as annual, sick, public holiday and Manager and Executive on Duty compensations.
- To control and monitor the in-house transportation records, reports, maintenance record as well as to follow up the attendance and request for overtime of the drivers.

- To file and maintain the personal files of executives kept in the Executive Office as well as to file respective documents based on the coding system.
- To perform special duties as required by the General Manager.