Executive Secretary

Executive Secretary at ibis Singapore on Bencoolen

The Executive Secretary provides high-level secretarial, administrative, and organizational support to the General Manager, ensuring the smooth and efficient management of daily activities, appointments, correspondence, and priorities. The role requires a high level of professionalism, discretion, confidentiality, and attention to detail, with the ability to work independently and manage multiple tasks with minimal supervision.

Key Responsibilities

• Provide comprehensive secretarial and administrative support to the General Manager, ensuring the smooth and efficient operation of the General Manager’s office.
• Manage and coordinate the General Manager’s diary and appointments, ensuring a well-organized and balanced schedule that allows sufficient time for meetings, operational matters, follow-ups, and administrative work.
• Proactively monitor the General Manager’s schedule and priorities, anticipating requirements and assisting in organizing appointments, commitments, and daily activities effectively.
• Prepare correspondence, reports, schedules, presentations, letters, memoranda, and other documents as required by the General Manager, including materials for internal distribution and submission to Accor Head Office.
• Attend and coordinate meetings, including Executive Morning Briefings and management meetings, taking accurate minutes and ensuring timely distribution and follow-up of action items.
• Manage incoming and outgoing correspondence and communications relating to the General Manager’s office, including emails, letters, and other official documents.
• Maintain organized and confidential filing systems and records, ensuring documents and information are properly maintained and readily accessible when required.
• Liaise professionally with internal departments, Accor Head Office, guests, business partners, and other stakeholders on matters relating to the General Manager’s office.
• Maintain office supplies and administrative resources, ensuring the General Manager’s office is adequately equipped to support daily operations.
• Handle confidential and sensitive matters with the highest level of discretion and perform other duties and assignments as directed by the General Manager, in accordance with company policies, Accor standards, and hotel procedures.

Qualifications

• Diploma or Bachelor’s Degree in Hospitality Management, Business Administration, Secretarial Studies, or a related discipline.

• Minimum 8 years of relevant secretarial or administrative experience, preferably supporting senior management.

• Excellent written and verbal communication skills in English.

• Proficient in Microsoft Word, Excel, and PowerPoint.

• Strong organizational skills with excellent attention to detail.

• Good communication and interpersonal skills with a professional and service-oriented approach.

• Able to handle confidential information with discretion and work independently with minimal supervision.

• Professional appearance and grooming at all times.

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