Job Description for Secretary to Hotel General Manager | Executive Secretary

Position Title: Secretary to Hotel General Manager |  Executive Secretary

Reports To: General Manager

Position Summary:

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, 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 email and letters.

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 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 to collate information and provide to the General Manager as and when requested.

• To co-ordinate with all the departments for the smooth functioning of the organisation.

• 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 material.

• Create and maintain computer and paper-based filing and organisation 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, 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 channel 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, 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.

• Co-ordination for 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.

• To 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 on a daily basis is to be performed.

Prerequisites:

The candidate should have good knowledge of English language (spoken as well as written), and well versed with Secretarial work and responsibilities. Candidate should be well organised, 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.