Executive Secretary

We are more than 230,000 hospitality experts placing people at the heart of what we do, creating emotion for our guests, and nurturing passion for service and achievement beyond limits. Building on the strength of our teams and of our integrated ecosystem of leading brands, personalized services and expert solutions, we break new ground to reimagine hospitality and inspire new ways to experience the world.

• Ensure that the day-to-day administrative needs of the department are fulfilled.
• Perform the duties within the framework defined by the norms of the Company and within the Hotel’s internal regulations.
• Keep confidential information CONFIDENTIAL.
• Responsible for rendering secretarial and clerical services for the General Manager as required.
• To prepare respective schedules and reports that will be internally distributed or submitted to Accor Head Office laid down by the General Manager.
• To take down and transcribe the minutes of meetings such as Executive Morning Briefing and dictation from General Manager, etc.
• To prepare correspondence such as fax, letter, memo, complimentary voucher, etc as assigned with a coding system for tracking.
• To open and dispatch mail that relates to the department.
• To maintain office supplies stock.
• To keep herself acquainted with the General Manager’s activities in order to assist in discerning priorities.
• Input data into computer system as required.
• To arrange appointments for the General Manager, reminds him of appointments and meetings.
• To handle incoming/ outgoing telephone calls and faxes.
• To handle all contact listings such as Owner contacts, Accor contacts, Hotel contacts and other supplier companies, etc.
• To handle the leave application records of all executive and management such as annual, sick, public holiday and Manager and Executive on Duty compensations.
• To control and monitor the in-house transportation records, reports, maintenance record as well as to follow up the attendance and request for overtime of the drivers.
• To file and maintain the personal files of executives kept in the Executive Office as well as to file respective documents based on the coding system.
• To perform special duties as required by the General Manager.
• To create self-appearance both on the telephone and in person with an excellent image of the hotel.
• Handles human relation queries by employees.
• Sees that employee complaints and needs are passed on to the General Manager.
• Acts as a screen to the General Manager in view of clients and subordinates.
• During the course of your employment with the Hotel you may be required to stay back or work extended hours as and when the need arises during hotel operations against the responsibility assigned to you.
• You might be required to do night shifts or be flexible to work in any shift as per the requirement of the department or the hotel.
• https://careers.accor.com/global/en/job/executive-secretary-office-of-general-manager-maternity-cover-ftc-for-6-months-in-novotel-kolkata-hotel-and-residences-kolkata-india-jid-107840