Executive Assistant

Roles and Responsibilities

You will be supporting the General Manager with the day-to-day operations through effective administrative and secretarial work. A brilliant multi-tasker, your tasks include but are not limited to organizing appointments, taking meeting notes, making travel arrangements, and providing any other assistance required by the hotel’s leadership team. You will work and coordinate with other departments to ensure that they meet their targets and goals.

Qualifications

• At least Bachelor’s Degree in any field.
• At least 5 years’ experience in executive secretarial work with multinational companies.
• Effective telephone communication skills, and above average proficiency in MS Office applications such as Word, PowerPoint, and Excel.
• Above average fluency in English (written and spoken).
• Organizational Skills
• Time Management: Effectively managing the executive's time, scheduling meetings, appointments, and events, and ensuring deadlines are met.
• Multitasking: Handling multiple tasks simultaneously, including administrative support, travel arrangements, and communication management, while maintaining accuracy and efficiency.
• Attention to Detail: Ensuring all administrative documents, reports, and communication are error-free, organized, and properly filed for easy access.
• Communication Skills
• Written Communication: Drafting emails, memos, reports, and other documents, ensuring clarity, professionalism, and accuracy.
• Verbal Communication: Serving as a liaison between the executive and various stakeholders, including clients, employees, and partners, effectively conveying messages.
• Discretion and Confidentiality: Handling sensitive information with discretion, maintaining confidentiality, and ensuring that executive communications are handled securely.
• Problem-Solving and Initiative
• Proactive Approach: Anticipating the needs of the executive and addressing issues before they arise, whether it’s scheduling conflicts, administrative problems, or logistical challenges.
• Troubleshooting: Addressing problems efficiently, whether related to office management, travel logistics, or communication breakdowns, and finding quick solutions.
• Decision-Making: Assisting the executive in making decisions by providing relevant information and offering well-considered advice on various matters.
• Technological Proficiency
• Software Skills: Expertise in office software, including word processing, spreadsheets (Microsoft Office Suite, Google Workspace), and presentation tools (PowerPoint, Google Slides). Familiarity with specialized tools like project management software (e.g., Asana, Trello) or CRM systems.
• Technology Savvy: Comfortably using modern communication tools (email, instant messaging platforms, video conferencing tools) to facilitate smooth communication.
• System Organization: Maintaining organized digital and physical filing systems, and managing data storage to ensure easy access to information.
• Calendar and Travel Management
• Scheduling: Managing complex calendars, including arranging meetings, appointments, and events, ensuring that the executive is aware of their schedule.
• Travel Coordination: Organizing travel plans, including flight bookings, hotel reservations, ground transportation, and preparing travel itineraries.
• Event Planning: Organizing events, meetings, and conferences, ensuring all logistics are taken care of and that everything runs smoothly.
• Interpersonal and Relationship-Building Skills
• Customer Service: Interacting with clients, employees, and external stakeholders with a positive attitude, representing the executive or leadership team.
• Relationship Management: Building and maintaining professional relationships with key individuals inside and outside the organization, helping the executive stay connected with stakeholders.
• Empathy and Diplomacy: Understanding the needs of others and navigating challenging situations diplomatically and tactfully.

Desired Candidate Profile

Administrative Support

• Office Management: Managing day-to-day operations of the executive’s office, including managing supplies, handling correspondence, and maintaining office equipment.
• Document Preparation: Drafting and editing documents such as letters, presentations, reports, and other written communications.
• Meeting Preparation: Preparing agendas, taking minutes, and ensuring all necessary materials are available for meetings and conferences.

Calendar and Scheduling Management

• Appointment Scheduling: Coordinating and maintaining the executive’s calendar by scheduling meetings, appointments, and events while avoiding conflicts.
• Time Allocation: Prioritizing meetings and appointments to ensure the executive’s time is used efficiently.
• Reminder Systems: Sending reminders for meetings and important events, ensuring that the executive stays on track with their schedule.

Travel and Event Coordination

• Travel Arrangements: Coordinating and organizing travel logistics, including booking flights, accommodations, and ground transportation.
• Itinerary Management: Creating detailed itineraries for the executive, including meeting schedules, travel details, and relevant documents.
• Event Organization: Planning and organizing internal and external events, conferences, or functions, managing all logistical aspects from venue selection to invitations.

Communication Liaison

• Stakeholder Communication: Acting as the first point of contact for the executive, handling phone calls, emails, and other communications and relaying messages effectively.
• Managing Correspondence: Screening and prioritizing emails, phone calls, and messages, ensuring that urgent matters are addressed promptly and delegating other matters as needed.
• Building Relationships: Maintaining good relationships with internal team members, clients, and external business partners, acting as a liaison for the executive.

Financial and Budgeting Support

• Expense Management: Keeping track of the executive’s expenses and preparing reports for reimbursement or budgeting purposes.
• Invoice Handling: Managing invoices, processing payments, and ensuring financial records are updated and accurate.
• Budgeting: Assisting with budget preparation and tracking expenses for departmental or executive-related expenditures.

Special Projects and Research

• Project Management: Assisting with specific projects or initiatives, conducting research, gathering data, and compiling reports as needed.
• Problem-Solving: Managing ad-hoc tasks and unexpected challenges, taking initiative to solve issues or provide solutions.
• Process Improvement: Identifying opportunities to streamline processes or improve the executive’s workflow for greater efficiency.