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* MISSION OF THE POSITION
- A Personal Assistant is responsible for performing administrational and secretarial duties to Executive Office and General Manager.
* MAIN RESPONSIBILITIES
- Maintain the strictness confidentiality on all matters relating to Hotel, including all other internal matters directed to the General Manager’s Office and the Hotel.
- Provide full PA and secretarial assistance to the General Manager, including preparation of correspondence, screening telephone calls and organizing appointments,
- Liaise with Department Heads and associates in relation to necessary follow-up on queries, deadlines, requests and special functions instigated by the General Manager.
- Liaise with the Executive Committee members to ensure reporting deadlines to Division/Regional Offices and Owners Representatives are met.
- Coordinate Monthly Management Report to ensure Regional deadlines are met.
- Attend and transcribe minutes of weekly Department Heads Meeting for distribution to Department Heads.
- Coordinate travel arrangement for the General Manager, Excom and Department Heads as requested.
- Draft Guest Questionnaire responses to be approved and signed by the General Manager.
- Assist Department Heads with preparation of correspondence in answer to guest queries and complaints.
- Maintain an efficient filing
- Represent the General Manager’s Office at guest/staff functions as required.
- Coordinate and allocate overflow work amongst hotel secretaries.
- Assist in preparing the yearly Budget documents.
- Sort and distribute daily mail and coordinate courier services
- Liaison for office equipment and maintenance requirements (i.e. copier, printers), including control and cost containment of Executive Office stationery supplies.
- Ensure compliance with legislated health and safety requirements within the workplace.
- Comply with all Corporate and Hotel Standards and Procedures.
- Actively promote a work environment, which cares for guests and associates alike.
- Prepare “Manager on Duty” roster.
- It is not the intent of this job description to cover all aspects of the position but to highlight the most important areas of responsibility.