Administrative Assistant

دوام كامل في فنادق سجى في Saudi Arabia

نُشرت يوم February 5, 2025

تفاصيل الوظيفة

Position Summary The Executive Secretary is responsible for managing secretarial and administrative duties for the General Manager's office, including filing, scheduling, information management, and word processing. The role also supports other department heads as needed, following internal hotel policies. The secretary attends meetings to take notes or minutes and ensures that hotel policies and procedures are consistently followed. They must be knowledgeable about relevant hotel operational standards and local policies, establishing and maintaining an organized filing system within the GM's office. Responsibilities

Establish proper business correspondence, memoranda, reports, and forms, including confidential documents.
Maintain a filing system for various data, memorandums, and correspondence on the computer and within the GM’s office.
Take and establish minutes for meetings.
Answer and redirect phone calls, arrange appointments, and provide reminders for the GM.
Receive, screen, and schedule office callers and visitors, setting up appointments as needed.
Receive, open, and sort all incoming mail, and dispatch outgoing mail.
Manage online guest comments and reviews.
Create and manage follow-ups for both monthly and annual reports.
Perform duties common to all HOD and other tasks assigned.
Administer the distribution, filing, and management of the necessary information flow for Duty Manager Reports.
Coordinate with the GM to establish the monthly planning of Department Heads' duties.
Regularly update and create in-house materials like F&B menus with an appropriate layout when needed.
Work with the HK Manager and F&B Manager to create and establish in-house guest letters regularly.
Keep track of daily briefings, follow-ups, and important information to prepare for the GM.
Regularly propose new ideas, internal issues, and solutions to the GM.
In the GM’s absence, create brief daily reports about major events in the hotel for their information.
Be familiar with the hotel's organizational chart and ensure proper flow of information.
Be knowledgeable about the hotel’s corporate design (CD) matters, such as frames, fonts, logos, etc.

Qualifications

Bachelor's Degree
Proficiency in English (oral and written)
Proven experience in the hospitality industry
Minimum of 1 year of experience as Admin Assistant

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