Executive Personal Assistant
Breezes Beach Club and Spa(The Zanzibar Collection Group)
Total years of experience :20 years, 2 Months
• Apply for resident and work permits for all expatriates, ensuring their validity at all times as well as update their work schedules.
• Organize all the documentation and open bank accounts for new managers at the various banks in Zanzibar.
• Co-ordination of marketing activities such as exhibitions and fairs and ensure payment of the same.
• Ensure all Human Resource records are updated, filed and securely stored at all times for ease of reference.
• Preparation and administration of staff contracts, and updating of the company establishment reports.
• Liaise with the Assistant Manager regarding leave plans for any of the top management team and that all travel arrangements including flight bookings and transfers have been organized well in advance.
• Ensure the validity of medical insurance for top management team and all Expatriates.
• Ensure that all hotel incoming and outgoing correspondence have been acted upon and filed accordingly.
• Routine duty manager attending to any guests complaints or late arrivals and filing reports of any incidents.
• Liaise with the Directors and General Manager regularly regarding any correspondence that is required for internal or external purposes.
• Scheduling appointments and meetings for and with the top management.
• Draft and forward for signing any outgoing correspondence or internal memos from the Chairman and Directors.
• Assist the operations manager on duty management, including but not limited to welcoming VIP guests interacting with them and answering any guests related queries, liaising with travel agents and any other general administrative duties required.
• Coordinate and facilitate correspondence and communication for and between all inter-company departments to ensure smooth and efficient running of the company.
• Create and maintain the office filing system.
• Assist in carrying out recruitment exercise preparation and generation of HR reports for the Management.
• Coordinating orientation and staff integration program for new Managers.
• Managing the company’s stationery stores using Materials Control
System (postings, reconciliations on bincards, placing orders, issuing and
transfers of the same to different cost centres, monthly stock takes).
• Receiving and acting upon incoming requests on market prices via faxes or e- mail from external customers.
• Assists customers at the front office and call centre, responding to complaints and inquiries, explaining department policies and procedures.
• Daily data processing and ensuring smooth running of the SMS system in consultation with the IT manager.
• Processing and updating price data, offers, bids and extension messages for the Interactive Voice Response System (IVR) daily and advising accordingly.
• Assisting and advising in the administration, maintenance and development of the customer databases.
• Maintaining and troubleshooting the Network and ensuring its smooth running.
• Receiving, recording and verifying market information. This includes continuous liaison with data collectors and the marketing department.
• Provide information on inquiries regarding specific services and products.
• Deal with customer complaints and offer proper solutions.
• Assist employees with questions on customer service and how to handle them.
• Provide staff training on all hardware, software, files management/maintenance and LAN/ systems; carry out periodic computer skills surveys to determine end user knowledge of applications; and identify training requirements and propose cost effective measures to upgrade staff skills.