Executive Secretary to General Manager
TIME Oak Hotel & Suites
Total years of experience :12 years, 2 Months
Handling and managing the General Manager's Schedules & Calendar; and arranging meetings as required.
Keeping General Managers Calendar constantly updated to facilitate appointment and meeting schedules.
Assembling all night report & preparing dashboard report for the General Manager before the morning briefing starts.
Handling of guest reviews & feedback in Sondos, Booking.com, Expedia, Agoda & other online portals.
Taking incoming & placing all outgoing calls promptly and courteously as per the standard procedure.
Attending and taking minutes of Departmental Head Meetings, Event Meetings, Profit & Loss Meetings etc.
Preparing Manager's Report as per the scheduled date of submission and presenting it to the General Manager to review before the submission.
Ensuring all incoming external reports are issued in a timely manner.
Liases with all management and staff in a spirit of team work to ensure a smooth and efficient administration of the hotel.
Reminding Department Heads of reports due.
Preparing, assembling and distributing various reports ad documents as compiled by the General Manager.
Establishing & maintaining various filing/records/database of business contacts, traces pending items and following up as appropriate.
Functioning as an administrative link between and among all levels of hotel employees, guests and external contacts to ensure that all parties receive the relevant information.
Preparing complimentary vouchers as requested by individual departments and business contacts and keeps an updated record in the master file.
Sending accurate replies to all guest comments and feedback signed and approved by the General Manager
Preparing the monthly summary report of the guest comments and submitting to Learning & Development Department.
Working according to the work load and pressure and is available for overtime.
Attending and contributing to all staffs meeting, Department Heads meeting & hotel training schedules and other related activities.
Handling applicant queries personally.
Coordinate the lines of applicants into agreed upon time blocks, according to the time of their
appointment.
Prepare envelopes with visa approved passports for delivery to the courier service that is
responsible for onward delivery.
Separate applicants with special appointments.
Maintain control over the lines and entry of the applicants into the waiting area.
Ensure all applicants have all required documents.
Provide other information assistance to the public as necessary.
Handling Pass back of passports once passport is ready for pickup to applicants.
Filing and ensuring they are arranged in convenient order for storage or reference.
Duties included receiving visitors, answering all incoming calls, screening and directing inbound
phone calls.
Assisting guest and escorted them to correct destinations, offices, rooms or meeting rooms
Took verbal and written messages and made sure they got to the appropriate destination.
Received and sorted email and electronic deliveries.
Handled general requests for information and data.
Sorting and distributing incoming daily post and courier deliveries and smart stamp and
processing outgoing post, including distributing incoming faxes across the office.
Ordering of stationery before items are depleted.
Providing assistance to other departments within the organization where required.
Responsibilities:
Providing word processing and other office technology support to department personnel
Composing, proofing, typing, and distributing routine letters, memorandums, reports, spreadsheets,
presentations, and related materials to assure timely routine or answering of correspondence
Making arrangements for travel for department personnel
Maintaining calendar of appointments for designated Executive
Assembling, preparing and distributing materials for meetings to provide all attending with appropriate
information
Performed a combination of routine and varying administrative functions to implement the office's administrative
programs, policies, and procedures
Maintained exclusive control over senior leaders' calendars, meetings, and appointments; ensuring senior
leaders were fully briefed before scheduled meetings and ensuring calendars were accurate and uptodate
Monitored and determined appropriate action for all incoming correspondence, phone calls, and visitors; reads
and reviews all outgoing correspondence for procedural and grammatical accuracy and conformance to policies
Providing assistance to other departments within the organization where required..
Contact businesses or private individuals by telephone in order to solicit sales for goods or services.
Explain products or services and prices, and answer questions from customers.
Obtain customer information such as name, address, and payment method, and enter orders into computers.
Telephone or write letters to respond to correspondence from customers or to follow up initial sales contacts.
Maintain records of contacts, accounts, and orders.
Schedule appointments for sales representatives to meet with prospective customers or for customers to attend sales presentations.
Record names, addresses, purchases, and reactions of prospects contacted.
Obtain names and telephone numbers of potential customers from sources such as telephone directories, magazine reply cards, and lists purchased from other organizations.