Executive Secretary To Hotel General Manager – Job Description

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Job Description, Duties, Interview Questions and Salary for Secretary to Hotel General Manager | Executive Secretary

As a Secretary to the Hotel General Manager or Executive Secretary, your role is crucial in ensuring the smooth operation of the hotel. You will be responsible for a variety of tasks, including managing the General Manager’s calendar, making travel arrangements, and handling correspondence on their behalf.

In addition, you will be the first point of contact for visitors and guests, and will be responsible for creating a warm and welcoming atmosphere. You will also be responsible for managing and organizing files, documents, and other paperwork, as well as performing general office duties such as answering phone calls, responding to emails, and maintaining office supplies.

In order to excel in this role, you should have excellent communication and organizational skills, and be able to multitask and prioritize effectively. You should also be proficient in using computer software such as Microsoft Office, and have experience in managing schedules and travel arrangements.

Overall, as a Secretary to the Hotel General Manager or Executive Secretary, you will play a vital role in ensuring that the hotel runs smoothly and efficiently, and that guests receive the highest level of service and hospitality.

Executive Secretary Duties and Responsibilities:

  • 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 like Tripadvisor, Facebook, Twitter, Instagram, etc., 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.
  • Set up and 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.

Prerequisites:

The candidate should have good knowledge of the English language (spoken as well as written), and be well versed in Secretarial work and responsibilities. Candidate should be well organized, discrete, trustworthy, and able to handle business information with confidence.

Proficiency in computer programs like MS Word, Excel, PowerPoint, Outlook, BI (Business Intelligence Tools), etc., and working experience in hotel software like Opera, Protel, Fidelio, etc. is an added advantage.

Education:

Graduate in any discipline or Bachelor’s Degree in Business Administration or equivalent certification.

Experience:

Minimum 3 to 5 years experience in a similar role, preferably in a high-volume hospitality environment.

Position Title: Secretary to Hotel General Manager | Executive Secretary

Reports To: General Manager

Interview Questions for a Secretary to Hotel General Manager Position:

  1. Can you describe your experience as a secretary or executive assistant, particularly in a hotel or hospitality setting?
    • This question assesses the candidate’s relevant experience and familiarity with the specific demands of supporting a hotel general manager.
  2. How do you prioritize and manage the general manager’s schedule, including coordinating meetings, appointments, and travel arrangements?
    • Evaluates the candidate’s organizational and time management skills.
  3. Can you share an example of a situation where you successfully handled confidential information or sensitive matters in your role as a secretary to an executive?
    • This behavioural question assesses the candidate’s discretion and ability to maintain confidentiality.
  4. How do you handle incoming communication, including emails and phone calls, to ensure efficient communication flow for the general manager?
    • Assesses the candidate’s communication and responsiveness.
  5. Have you assisted in preparing reports, presentations, or other documents for executive-level review, and how do you ensure accuracy and attention to detail in your work?
    • This question evaluates the candidate’s administrative and document preparation skills.
  6. How do you handle challenging or high-pressure situations, especially when managing multiple tasks for the general manager concurrently?
    • Assesses the candidate’s ability to handle stress and work effectively in a fast-paced environment.
  7. What software tools or systems have you used in previous roles to assist with calendar management, document preparation, and general administrative tasks?
    • Knowledge of relevant software is important. This question helps gauge the candidate’s technical proficiency.
  8. How do you foster a positive and professional image for the general manager’s office, especially when interacting with guests, staff, and other stakeholders?
    • This question evaluates the candidate’s professionalism and interpersonal skills.

Salary for a Secretary to Hotel General Manager Position:

The salary for a Secretary to a Hotel General Manager can vary based on factors such as location, the size and prestige of the hotel, and the candidate’s level of experience. As of January 2024, the average salary for an Executive Secretary or Administrative Assistant in the United States ranged from $45,000 to $65,000 annually.

It’s important to note that salary ranges can change, and it’s advisable to research current salary trends using industry reports, salary surveys, and job boards specific to your region and the hospitality sector. Additionally, consulting with local HR professionals or recruitment agencies can provide insights into the current compensation landscape for Secretary to Hotel General Manager positions.

The candidate will be required to assist the Hotel's General Manager in day-to-day work including communication with clients and suppliers, maintaining rates and contracts, and keeping data and records. Greet persons entering the office, determine nature and purpose of visit, and direct/escort to destination. Open, read, and prepare answers to routine emails and letters.

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