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Job Summary:
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
The ideal candidate should possess a degree in a related field from an accredited college or university and have at least two years as a secretary within similar market segments. In addition, you must have strong computer literacy
and excellent communication skills, both written and verbal.