Executive Secretary to General Manager

1. Set up filing system and update index of files and form regularly also label all files and folders alphabetically.
2. Daily trace system. Photocopy the covering correspondence with trace date clearly indicated and put the photocopy into individual jacket according to the trace date.
3. Coordinate and monitor all appointments, meetings, and trainings to ensure that schedules are logged, traced and remind all concerns.
4. Prepare appropriate files, folder, information, and relevant documents for each meeting.
5. Update files and discard old file in the Archive store in order of topic, dates and years.
6. Take minutes, check correctness and presentation before distributing and filing according to the supervisor’s discretion.
7. Handling the incoming calls and information, obtaining all relevant information and passing on to appropriate personnel.
8. Compile all trace materials, sort and put them in appropriate trace date order.
9. Ensure meeting minutes be dispatched/out within 48 hours.
10. Send of faxes and telexes.
11. Keep records of travel expenses and update travel schedule.
12. Dispatch the mailings with appropriate contents, letters, envelopes, etc.
13. Ensure that monthly critique and month end reports are finished on a timely basis.
14. Organize Team Member meeting, daily briefing, 15 minute training, and other related meetings and training as assigned by direct boss according to the company LSOP.
15. Update information and data relevant to the department at all times.
16. Work and coordinate with other departments to ensure that the responsible job of the department meets target and goals.
17. Update and welcome new comers of the organization chart and who is who in the department.
18. Coordinate with Human Resources for any people issue which includes recruitment, performance appraisal, and other manning guide update.

19. Responsible for departmental roster and paid time off in HR system and Purchasing system.

• Bachelor’s Degree or Diploma in Business Administration, Secretarial Studies, Hospitality Management, or a related field.
• Minimum 3–5 years experience in an Executive Office / GM Office within a hotel or resort environment.
• Excellent written and spoken English (additional languages an advantage)
• Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Proven ability to handle confidential information with discretion.
• Strong organizational, coordination, and time-management skills.

Naturally Extraordinary.