Executive Secretary

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

• Well developed computer knowledge, particularly in the use of MS Office and email .
• Minimum 2 years work experience as a secretary in a hotel or big company
• Fluently in English
• Good appearance