To ensure that the planning, coordination, administration as well as communications and information functions are carried out in a professional, discreet, exact and prompt manner in accordance with the expected standards
Being able to schedule meetings and appointments with external and internal guests
Checking the Hotel Manager's electronic mail system for any urgent messages and in his absence ensures matters are referred to alternative Executive Committee members for action and ensure response is made where required.
Ensuring that meeting correspondence & information are available for managers when having meetings.
Typing of all reports and correspondence received in either manuscript or dictated form.
Filing of all documents and update systems when necessary to ensure easy reference.
Managing an efficient and effective trace system for the Hotel Manager to ensure action is taken at the appropriate time on relevant matters. Similarly ensure follow-up is done on matters initiated and requiring a response and deadlines are kept.
Booking meeting rooms when required, including catering, billing, AV etc.
Managing travel arrangement including flights, accommodations, transfers etc.
Taking minutes of meetings and drafting necessary document for distribution.
You will have gained a High school diploma or Formal Business Administration & Secretarial qualification with previous experience in an administration or personal assistant or similar role.
You will have excellent computer knowledge, you will be well versed in MS office applications knowledge in Adaco as well as the capability to multi-task and strong attention to details.
You must have excellent communication skills and you must be confident, able to talk to all levels of colleagues and clients.