Executive Secretary

Position Overview

We are seeking a highly motivated and dedicated Executive Secretary to join our executive team. The ideal candidate will possess exceptional communication skills and a commitment to delivering outstanding service while providing innovative solutions to support our operations. This role is pivotal in ensuring the smooth and efficient functioning of the executive office by offering comprehensive secretarial and administrative support to the General Manager, including handling highly confidential and sensitive matters.

Key Responsibilities

• Correspondence Management: Ensure all outgoing correspondence is meticulously typed, proofread, and dispatched to the highest standards. Compose routine correspondence and prepare simple interpretations of documents or correspondence as requested.
• Mail Handling: Review all incoming mail, prioritize correspondence, and forward it to the General Manager with appropriate recommendations.
• Calendar Management: Maintain an up-to-date calendar to facilitate appointment and meeting schedules, ensuring seamless coordination.
• Documentation and Records: Establish and maintain organized filing systems, records, and databases for business contacts. Track pending items and follow up as necessary to ensure timely resolution.
• Executive Support: Compose letters and documents on behalf of the General Manager, ensuring accuracy and professionalism.
• Meeting Coordination: Attend meetings, record detailed minutes, and distribute action items to relevant stakeholders. Follow up on outstanding tasks to ensure accountability.
• Travel Arrangements: Organize domestic and international travel logistics, including itineraries, accommodations, and transportation, to support the General Manager’s business needs.

Required Skills and Qualifications

The successful candidate will have a college diploma in secretarial studies or a related field, along with proven experience in an executive support role. Fluency in written and spoken English is essential, as is the ability to take comprehensive notes during meetings to prepare accurate records. Proficiency in computer applications and strong typing skills (minimum 60 words per minute with high accuracy) are highly desirable.

Core Competencies

The ideal candidate will demonstrate a courteous and professional demeanor, the ability to work independently with minimal supervision, and a high level of discretion when handling confidential information. They will be proactive, adaptable, and capable of thriving in a fast-paced environment while maintaining a strong focus on quality and teamwork. Additional competencies include:

• Hotel Operations Knowledge: Familiarity with hotel operations and industry standards to support executive needs.
• Adaptability: Ability to adjust to changing priorities and dynamic work environments.
• Customer Focus: Commitment to delivering exceptional service to internal and external stakeholders.
• Drive for Results: Proven ability to meet deadlines and achieve objectives in a high-pressure setting.
• Effective Communication: Strong verbal and written communication skills to convey information clearly and professionally.
• Business Planning: Aptitude for organizing tasks and resources to achieve strategic goals.
• Supervisory Skills: Experience in supervising tasks, operations, or teams to ensure efficiency and accountability.
• Teamwork: Collaborative mindset with a focus on building strong working relationships.
• Cultural Awareness: Sensitivity to diverse perspectives and the ability to foster an inclusive work environment.

If you are a detail-oriented professional with a passion for excellence and a desire to contribute to a dynamic executive team, we invite you to apply for this critical role.