Executive Secretary To General Manager

Job Overview:

The Executive Secretary at Palace Group provides high-level administrative and organizational support to the General Manager. This role involves managing schedules, coordinating communications, and handling a variety of administrative tasks critical to the smooth operation of the company. The role requires maintaining a high level of professionalism, discretion, and attention to detail, aligning with the company’s luxury brand image.

Key Responsibilities

1. Manage and maintain the General Manager’s schedule, including appointments, meetings, and travel arrangements.
2. Prepare, edit, and proofread correspondence, reports, and presentations with a high level of accuracy and professionalism.
3. Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items.
4. Handle confidential and sensitive information with discretion.
5. Serve as the primary point of contact for internal and external communications on behalf of the General Manager.
6. Draft and respond to emails, letters, and other forms of communication in a timely and professional manner.
7. Liaise with clients, vendors, and key stakeholders, ensuring clear and effective communication.
8. Oversee office operations, including the maintenance of filing systems, databases, and records.
9. Ensure that the General Manager’s office is well organized and equipped with the necessary tools and resources.
10. Manage expense reports, invoices, and procurement processes related to the General Manager’s office.

Event and Meeting Coordination

1. Assist in planning and coordinating corporate events, client meetings, and team gatherings.
2. Arrange logistics, including venue bookings, catering, and audiovisual setup.
3. Ensure that all events reflect Palace Group’s luxury image and professionalism.
4. Support the General Manager in tracking project timelines, deliverables, and milestones.
5. Conduct research and prepare reports to assist in decision-making and strategic planning.
6. Coordinate with various departments to ensure alignment on project goals and deadlines.

Brand Representation

1. Represent the General Manager and Palace Group with professionalism and a polished attitude at all times.
2. Maintain the company’s luxury brand image through impeccable communication and presentation.

Desired Candidate Profile

1. Excellent organizational and time management skills.
2. Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant office tools.
3. Exceptional written and verbal communication skills.
4. Strong attention to detail and ability to multitask effectively.
5. Knowledge of the luxury real estate market and familiarity with its unique requirements.

Personal Attributes:

1. Professional, polished, and confident attitude.
2. High level of discretion and confidentiality.
3. Proactive, resourceful, and able to work independently.
4. Flexible and adaptable to changing priorities.