Executive Assistant to GM

Qualifications

• Screen calls; manage calendars; make travel, meeting, and event arrangements.
• Type correspondence and ensure accuracy of grammar, composition, and format.
• Handle incoming & outgoing calls according to hotel standards.
• Clear IN/OUT trays and mailbox for Hotel Manager and distribute to concerned parties.
• Ensure proper requisitioning and control of office supplies; follow up on delivery of materials & documents.
• Respond to all correspondence, faxes, messages, and emails in a timely manner/disseminate accordingly.
• Translate documents from Turkish to English and vice versa when required.
• Prepare reports when required.
• Maintain document signature processes.
• Handle and follow up on assignments as assigned by superiors (including annual leaves, payroll, standard operating procedures, JDP, LQA, guest complaints, invoice monitoring, purchasing, etc.).
• Manage appointments concerning the management team; keep track of their schedules and engagements.
• Assist in resolving any administrative problems.
• Assume duties assigned by the General Manager, Hotel Manager, and Executive Committee members when required.
• Ensure all arrangements are made prior to meetings (booking of meeting rooms, setups, meeting materials).
• Coordinate with colleagues and representatives of other departments to ensure an efficient flow of communication.
• Take minutes during meetings as required; ensure distribution of minutes to all attendees/concerned parties.
• Maintain personal awareness of activities and services within the hotel to promote the property and respond to guest inquiries.
• Adhere to the set procedures for attendance and timekeeping.
• Ensure timely reporting of malfunctions and follow up with maintenance of appropriate office equipment when required.
• Demonstrate the ability to work well with all levels of management and staff, as well as guests; reflect Raffles Hotel philosophy by providing high-quality service with a positive attitude and maintaining team spirit at the highest level.
• Greet guests and colleagues with a smile at all times anywhere in the hotel; provide general support to visitors.
• Maintain personal appearance and grooming as per hotel standards.
• Assist with administrative duties not defined in this job description as assigned by supervisors or managers that the employee directly reports to when required.