Personal Assistant to General Manager

- Setting up filing system and update index of files and form regularly.

- Labeling all files and folders alphabetically.

- Daily trace system. Photocopy the covering correspondence with trace date clearly indicated and put the photocopy into individual jacket according to the trace date.

- Coordinating and monitoring all appointments, meetings, and trainings to ensure that schedules are logged, traced and remind all concerns.

- Preparing appropriate files, folder, information, and relevant documents for each meeting

- Updating files and discard old file in the Archive store in order of topic, dates and years.

- Taking minutes, check correctness and presentation before distributing and filing according to the supervisor’s discretion.

- Handling the incoming calls and information, obtaining all relevant information and passing on to appropriate personnel.

- Compiling all trace materials, sort and put them in appropriate trace date order.

- Ensuring meeting minutes be dispatched/out within 48 hours.

- Sending of faxes and e-mails.

- Keeping records of travel expenses and update travel schedule.

- Dispatching the mailings with appropriate contents, letters, envelopes, etc.

- Ensuring that monthly critique and month end reports are finished on a timely basis

- Organizing daily briefing, and other related meetings and training as assigned.

- Updating information and data relevant to the department at all times.

- Working and coordinating with other departments to ensure that the responsible job of the department meets target and goals.

- Updating and welcoming new comers of the organization chart and who is who in the department.

- Coordinating with Human Resources for any outside affair issue.

- Maintaining the administrative organization that includes typing, filing, correspondence and distributing in-coming mails/faxes.

- Coordinating and ordering special requests for General Manager including pick-up and handling of VIP’s as needed.

- Making airline and travel reservations for the General Manager when needed.

- Keeping daily tracing files and retrieve them when they are due.

- Providing any assistance to the management and employees as required.

- Cooperating and helping the management when they are away from the office.

- Being a leader of the hotel’s secretaries.

- Maintaining computerized database of all reports and systematic plan to follow up.

- Handling correspondence for all applications such as regret letter, guest complaint, enquiring, confirmation, contract and any reference.

- Greets and receives visitors and telephone calls furnishing advice and assistance on the basis of general knowledge. Refer technical matters to the appropriate individuals in the Unit.

- Administering the Office and keeps it in working condition.

- Acting as Interpreter and translator when necessary.

- Keeping strictly all confidential matters related to the unit.

- Preparing time sheets and keeping leave record for General Manager.

- Assisting with the organization of manager meetings, outing and other activities.

- Handling all activities related to site inspections, media visits, guest relations and client care as well as after departure to follow through.

- Performing other tasks as defined by the management and by the Executive Committee.