Executive Secretary

As an Executive Secretary you are responsible to provide a full range of executive secretarial and administrative support activities for the General Manager, inclusive of highly confidential and sensitive matters to ensure smooth operation of the executive office.

 General Duties and Responsibilities:

• Ensure all outgoing correspondence is typed, proof read and dispatched to the highest possible standard
• Review all incoming mail and prioritise it before forwarding to the General Manager
• Act on routine standardised correspondence and inform the General Manager accordingly e.g. Requests for membership, accommodation, brochures
• Co-ordinate and follow up with internal departments on behalf of the General Manager
• Compose letters on behalf of the General Manager
• Ensure all correspondence is filed in a methodical systematic basis
• Attend meetings, record and distribute the minutes and follows up on action items
• Handle all telephone calls and appointments for the General Manager, screen and prioritise calls as necessary
• Maintain a database of contacts, which may be required by the General Manager
• Organise travel and external business trips on behalf of the General Manager
• Operate in a safe and environmentally friendly way to protect guests’ and employees’ health and safety, as well as protect and conserve the environment
• Comply with the hotel environmental, health and safety policies and procedures

We are currently seeking for an enthusiastic and committed individual with exceptional communication skills that prides herself on her ability to deliver extraordinary levels of service and provide creative solutions.

As an Executive Secretary you are responsible to provide a full range of executive secretarial and administrative support activities for the General Manager, inclusive of highly confidential and sensitive matters to ensure smooth operation of the executive office, whereby your role will include key responsibilities such as:

• Ensure all outgoing correspondence is typed, proof read and dispatched to the highest possible standard
• Compose and prepare routine correspondence and prepare simple interpretation of documents / correspondence if requested
• Review all incoming mail and prioritize before forwarding to the General Manager
• Act on routine standardized correspondence and inform the General Manager accordingly e.g. requests for membership, accommodation, brochures, etc.
• Keep calendar constantly updated to facilitate appointment and meeting schedules
• Establish and maintain various filing / records / database of business contacts, trace pending items and follow up as appropriate
• Compose letters on behalf of the General Manager
• Attend meetings, record, write and distribute the minutes and follow up on action items
• Organize travel and external business trips on behalf of the General Manager

The ideal candidate will be courteous, able to work with minimal supervision, be discreet and capable of dealing with a high level of confidentiality. You are an extremely proactive and ‘switched on’ person with an outgoing, charismatic and approachable character. You will work well under pressure in a fast paced environment and be a great team player with a concern for quality, while possessing following additional competencies:

• Understanding Hotel Operations
• Teamwork
• Planning for Business
• Supervising People
• Understanding Differences
• Customer Focus
• Adaptability
• Supervising People
• Effective Communication
• Drive for Results