Executive Assistant to GM

Qualifications

• To screen calls; manage calendars; make travel, meeting and event arrangements.
• To type correspondence and ensure accuracy of grammar, composition and format.
• To handle incoming & outgoing calls according to hotel standards.
• To clear IN/OUT trays and mailbox for Hotel Manager and distribute to concerned.
• To ensures proper requisitioning and control of office supplies; follow-up on delivery of material & documents.
• To ensure all correspondence, faxes, messages, e-mails are responded in timely manner/disseminated accordingly.
• To translate documents from Turkish to English and English to Turkish when required.
• To prepare reports when required.
• To maintain document signature processes.
• To handle and follow up on assignments as assigned by superiors (incl. annual leaves, payroll, standard operating procedures, JDP, LQA, guest complaints, invoice monitoring, purchasing, etc.).
• To handle appointments concerning the management team; keeping track of their schedule and engagements.
• To assist in resolving any administrative problems.
• To assume duties assigned by the General Manager, Hotel Manager and Executive Committee members, when required.
• To ensure all arrangements are made prior to meetings (booking of meeting rooms, set ups, meeting materials).
• To co-ordinate with colleagues and representatives of other departments to ensure an efficient flow of communication.
• To take minutes during meetings as required; ensure to distribute minutes to all attendees/concerned.
• To ensures personal awareness of activities and services within the hotel in order to promote the property and be responsive to guest inquiries.
• To adhere to the set procedures for attendance and timekeeping.
• To ensure timely reporting of malfunction, follow-up with maintenance of appropriate office equipment when required.
• To show ability to work well with all levels of management and staff, as well as guests; reflecting Raffles Hotel philosophy by providing a high quality of service by adopting a positive attitude and keeping team spirit at highest level.
• To greet guests and colleagues with a smile at all times anywhere in the hotel; provide general support to visitors.
• To maintain personal appearance and grooming as per hotel standards.
• To assist with administrative duties not defined in this job description; as assigned by supervisors or managers that the employee directly reports to; when and when required/appropriate.