Executive Secretary

Responsibilities:

• To be responsible for following up on minutes ensuring Department Heads action tasks as requested by the General Manager to meet deadlines.
• To process promptly all in and out going accommodation requests including GM complimentary requests.
• To act as liaison between Strategy members and the General Manager, ensuring all message are passed on and meetings arranged as requested.
• Deal with all telephone enquiries promptly and accurately recording messages for the General Manager.
• Maintain an up‑to‑date comprehensive filing system ensuring correspondence is filed on a daily basis and old correspondence/files cleared out on a regular basis.
• To manage an efficient and effective trace system for the General Manager to ensure action is taken at the appropriate time on relevant matters. Similarly ensure follow‑up is done on matters initiated and requiring a response and deadlines are kept.
• To perform any other secretarial duties as requested by the General Manager or on his behalf and for hotel visitors and VIPs.
• To be responsible for compiling and issuing meeting agendas at least two working days prior to the meeting and issuing minutes within three working days.
• Provide supervision, direction and support to the Senior Team in order to handle and co‑ordinate the follow‑up and response of all incoming correspondence highlighting matters requiring urgent/immediate action. Draft responses whenever possible for General Manager’s signature.
• Typing of all correspondence, minutes, memorandums, letters, reports, as requested by the General Manager or on his behalf.
• Check General Manager’s electronic mail system for any urgent messages and print out as required.