Executive Secretary / Personal Assistant

Executive Secretary / Personal Assistant

Job Description

The Executive Secretary / Personal Assistant provides comprehensive administrative and secretarial support to the Regional General Manager. The role involves handling confidential and sensitive information and requires a high level of discretion, professionalism, organization, and integrity.

The position is responsible for the smooth day-to-day administration of the Executive Office, including scheduling, correspondence, filing, meeting coordination, information flow, reporting, and follow-up. The Executive Secretary may also provide administrative support to other key Department Heads in accordance with internal hotel requirements.

Key Responsibilities

• Executive Office & Administration

• Provide comprehensive secretarial and administrative support to the Regional General Manager.

• Manage calendars, appointments, meetings, correspondence, and daily office activities.

• Prepare business correspondence, memoranda, reports, forms, and confidential documents.

• Maintain an organized filing and document management system.

• Answer and channel telephone calls and receive and screen visitors and office callers.

• Receive, sort, distribute, and dispatch incoming and outgoing correspondence.

• Ensure the proper handling and maintenance of office equipment and supplies.

• Maintain the cleanliness and organization of the Executive Office.

• Meetings & Information Management

• Attend meetings and prepare accurate minutes and meeting notes.

• Maintain records of daily briefings, follow-ups, and important information for the Regional General Manager.

• Ensure effective information flow between the Executive Office and relevant hotel departments.

• Ensure that internal memos and communications are properly distributed and reach the relevant departments.

• Prepare daily updates on major hotel activities for the Regional General Manager during their absence.

• Proactively identify and communicate relevant issues, ideas, and areas for improvement.

• Duty Manager & Department Heads Coordination

• Coordinate the distribution, filing, and information flow of Duty Manager reports.

• Assist in preparing the monthly duty planning for Department Heads in coordination with the Hotel/General Manager.

• Gather and consolidate attendance information for Department Heads, including working days and days off.

• Make necessary updates or corrections and provide the relevant overview to the Regional General Manager.

• In-House Materials & Communications

• Prepare and format internal and guest-facing materials, including menus, guest letters, forms, and other communications when required.

• Ensure materials are presented professionally and in line with company Corporate Design requirements, including approved fonts, logos, and layouts.

• Coordinate with relevant departments to ensure guest communications and materials are accurate and up to date.

• General Responsibilities

• Maintain a thorough understanding of hotel policies, procedures, operational standards, and relevant company documentation.

• Ensure compliance with applicable hotel policies, procedures, and legal requirements.

• Support emergency preparedness and ensure familiarity with the hotel's emergency procedures.

• Maintain relevant vacation and public holiday records and provide consolidated information to the Director of HR when required.

• Support Task Force teams and new hotel openings when required.

• Perform any other reasonable duties and responsibilities as assigned.

• ISO & Integrated Management System Compliance

• All employees are responsible for complying with the established ISO Integrated Management System, including Quality, LQA, Environment, Health, Safety & Risk Management, Food Safety Management, and Customer Complaint Handling Management Systems, as well as applicable policies, procedures, manuals, SOPs, and legal requirements.

• The role is expected to contribute to risk management, environmental impact assessment, pollution prevention, energy and water conservation, quality improvement, guest satisfaction, and continual improvement initiatives.

Qualifications

• Previous experience in a relevant Executive Secretary, Personal Assistant, or administrative role, preferably within the hospitality industry.
• Excellent knowledge of Microsoft Office applications.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High level of confidentiality, discretion, and professionalism.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and work effectively under pressure.
• Proactive approach with sound judgment and problem-solving skills.
• Ability to work independently and collaboratively as part of a team.
• Good knowledge of hotel operations, policies, and procedures is an advantage.