Executive Assistant to General Manager

Job description

Key tasks

Administration
• Provides administrative support to the General Manager and ensures the implementation of hotel policies, standards, and procedures as they apply to the administrative functions
• Locates and attaches appropriate file correspondence to be answered by General Manager
• Type, file, and upkeep of all private and confidential matters related to the department
• Set up a systematic and efficient filing system, both for hard files as well as all electronic data, that enables quick retrieval. Ensure all files are kept up to date at all times
• Prepare the relevant materials for all meetings attended by the General Manager: Daily Operations Meeting, Executive Committee Meetings, Departmental Meetings and ad hoc meetings
• Answers telephone and give information to callers or routes call to appropriate official and places outgoing calls
• Greets visitors, ascertains nature of business, and conducts visitors to appropriate person
• Makes copies of correspondence or other printed matter
• Prepares outgoing mail
• Type, take dictation and minutes, draft letters, file and trace, compose correspondence
• Maintains timekeeping records and schedules
• Monitors and maintains the proper appearance of the General Manager’s office area
• Maintain organised files
• Reads and routes incoming mail and outgoing correspondences
• Handle outgoing mails by courier
• Handle monthly requisition and maintenance of stocks of stationeries for General Manager’s office

General:
• Attends and contributes to all Meetings as required
• Provide a courteous and professional service at all times
• Handle guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems if no immediate solution can be found, whilst feeding back a prompt follow up.
• Is knowledgeable in statutory legislation in employee and industrial relations, understanding and strictly adhering to rules and regulations established in the Employee handbook and the hotels policies concerning fire, hygiene and health and safety
• Attend hotel training sessions as scheduled
• Ensure high standards of personal presentation and grooming
• Maintains positive guest and colleague interactions with good working relationships.
• Exercise responsible behaviour at all times and positively representing the ibis Pune and Accor Culture.
• Respond to requests to undertake any reasonable tasks and secondary duties and to changes as dictated by the hotel, industry and company
• Facilitates the functioning of and / or oversees the functioning of Housekeeping Department or any other Department in the Hotel when necessitated by circumstances and as mandated by the General Manager. This would be over and above regular stipulated responsibilities and duties