Executive Secretary
Full-time Job-Category: Administration & Support Job Type: Permanent Job Schedule: Full-Time
Company Description
Swissotel Sharm El Sheikh All-Inclusive Collection resort offers an unforgettable vacation for its guests with a sense of luxury service nested with nature, with a wide range of accommodation types, from rooms, and suites featuring contemporary designs, including a unique side for adults.
All this in the peaceful surroundings of beautiful gardens, swimming pools, magnificent landscapes, and a wide variety of à la carte restaurants, and particular spa services. Esteemed guests are welcome to relax and unwind in a quiet and elegant setting in the resort and enjoy a genuine experience of leisure, pleasure, and successful meetings.
Join our motivated and vibrant Team and build your career with us.
Job Description
The Executive Secretary to the General Manager entails delivering advanced secretarial and administrative support to the General Manager, executing tasks and requests as directed. The Executive Secretary operates with minimal supervision while handling confidential matters with professionalism.
To screen calls; manage calendars; make travel, meeting and event arrangements. To type correspondence and ensure accuracy of grammar, composition and format. To handle incoming & outgoing calls according to hotel standards. To clear IN/OUT trays and mailboxes for the General Manager and distribute them to concerned. To ensure proper requisitioning and control of office supplies; follow-up on delivery of material & documents. To ensure all correspondence, faxes, messages, and e-mails are responded to in a timely manner and disseminated accordingly. To prepare reports when required. To maintain document signature processes. To handle and follow up on assignments as assigned by superiors (incl. annual leaves, payroll, standard operating procedures, JDP, LQA, guest complaints, invoice monitoring, purchasing, etc.). To handle appointments concerning the management team; keeping track of their schedule and engagements. To assist in resolving any administrative problems. To ensure all arrangements are made prior to meetings (booking of meeting rooms, set ups, meeting materials). To coordinate with colleagues and representatives of other departments to ensure an efficient flow of communication. To take minutes during meetings as required; ensure to distribute minutes to all attendees/concerned. To ensure personal awareness of activities and services within the hotel in order to promote the property and be responsive to guest inquiries. Adhere to the set procedures for attendance and timekeeping. To ensure timely reporting of malfunction, follow-up with maintenance of appropriate office equipment when required. To show ability to work well with all levels of management and staff, as well as guests; reflecting hotel philosophy by providing a high quality of service by adopting a positive attitude and keeping team spirit at highest level. To greet guests and colleagues with a smile at all times anywhere in the hotel; provide general support to visitors. To maintain personal appearance and grooming as per hotel standards. To assist with administrative duties not defined in this job description; as assigned by supervisors or managers that the employee directly reports to; when and when required/appropriate. To remain confidential about all matters of such nature.
Qualifications
At least a bachelor’s degree in a related field. At least 5 years’ experience in executive secretarial work with multinational companies preferably in hotel industry. Effective telephone communication skills and excellent proficiency in MS Office applications such as Word, PowerPoint, and Excel. Fluency in the English language (written and spoken).
Executive Secretary
Sharm El-Sheikh, Second Sharm Al Shiekh, South Sinai Governorate, Egypt * Full-time
