总经理行政助理 Executive Assistant to General Manager

Job Summary:
To provide Executive assistance to the GM, including secretarial services. Coordinate activities in the Executive Office. Supervise other Executive Assistants and Secretaries when required.
Duties & Responsibilities:
1. Arrange appointments and meetings for the GM, record save in diary and ensure the GM has the appropriate documentation for each appointment.
2. Attend meetings such as Department Head Meeting, Executive Committee Meeting and any other when requested.
3. Take minutes of attended meetings, accurately transcribe and circulate to relevant persons as soon as possible after the meeting.
4. Receive visitors and guests. In the absence of the GM, answer questions and concerns and follow through resolutions.
5. Arrange room and restaurant reservations for VIP guests/personnel if requested.
6. Assist with travels arrangements for business trips as required.
7. Assist GM in compiling guest data to be used for service quality improvement.
8. Assess priorities of work and, wherever possible, assist in organizing GM’s priorities.
9. Answers telephones in the Executive Office as required.
10. Prepare replies to correspondence as required.
11. Take dictation of correspondence as required.
12. Assist with translations, oral and written.
13. Maintain strictest confidentiality at all times on all matters.
14. Demonstrate essential overall knowledge of the organization.
15. Understand the responsibilities of other sections and departments and cooperate with them.
16. Adhere to the hotel’s security and emergency policies and procedures.
17. Demonstrate professional attitude and behavior at all times.
18. Prepare and maintain files, reports, letters, memorandums and other relevant business documentation.
19. Ensure all reporting and servicing deadlines are met on a timely basis.
20. Maintain an accurate tracking system for prompt handling of issues concerned.
21. Order and maintain office supplies.
22. Carry out other tasks as directed by GM.