Executive secretary / executive assistant

 I.  Job Summary

Manage interaction between the Group II President and business unit heads, employees, liaising with internal and external executives on various projects and tasks.

II. Duties and Responsibilities:

1. AS EXECUTIVE SECRETARY

• Efficient management of the Group II President’s activities, meetings, calendar and schedule. Ensure timeliness and seamless coordination in managing both personal and business appointments, meetings, and as well as travel arrangements.
• Performs office management functions. Introduce office upgrades and necessary changes and adapt to new technologies/methods. Coordinate with responsible offices to ensure occupational health and safety awareness, office and conference room efficiency and keep office space and Executive’s workspace safe and tidy. .
• Responds in a timely manner in dealing with internal staff, external customers and visitors. Prepares correspondence, draft emails, letters and memos.
• Act as a first point of contact for callers and emails, responding to inquiries and passing on messages.
• Arranges travel and accommodations for work and personal trips, including document processing, flights, ground transportation, and hotel reservations.
• Organizes events and conferences, including sourcing speakers, furniture and catering.
• Manage databases and filing systems.
• Run errands as instructed, such as shopping for gifts or handling bill payments.
• May be assigned to record personal related and official expenses, to prepare reports and bank reconciliation. Handle sensitive information with discretion and confidentiality.
• Coordinate with Group II HR, when necessary, during Group II or Group-wide events.

1. AS EXECUTIVE ASSISTANT

• Ensure that the assigned Business Unit Head promptly conducts annual Strategic Planning, Budget Planning and Commitment ceremony.
• Guarantees that every Business Unit being handled has annual Balanced Scorecard, monthly compliance and other regular reports.
• Cascades and monitors the implementation of instructions as well as internal systems that improve workflows and promote productivity of the handled business unit.
• Monitors and reports development and timely completion of projects, events, or other initiatives coordinated as spin-offs from meetings, instructions and directives. Tracks the percentage of projects, events, or other initiatives coordinated by that meet the objectives and are completed on time.
• Facilitate relevant requests and requirements of Business Units being supervised.
• May be assigned to handle ADHOC Projects from time to time
• Actively participates in learning and development through involvement in training, workshops, or other career enhancement activities.
• Adheres to company policies and procedures related to confidentiality and information security.
• Maintains the trust and confidence of executive and ensuring sensitive data is protected.
• Participates in CSR and Reservists activities.
• Perform tasks that may be assigned from time to time.

III. JOB SPECIFICATIONS:

1. Qualifications

1. Academic : At least with Bachelor’s degree in Hotel Management,

Business Administration or equivalent experience or any related

course. A Master’s degree however is a plus factor

ii. Work Experience: Over 5 years of management experience in the Hotel or similar

Industry and has experience reporting to “C “and Executive levels.

IV. WORK BASE/SCHEDULE:

1. 40 hours per week (Monday to Friday)
2. On call as needed