Personal Assistant to General Manager

Job Brief

The PA to GM handles very specific and confidential matters and is entrusted with maintaining confidentiality regarding all matters and information.



JOB SUMMARY

The Personal Assistant to the General Manager (PA to GM) works closely with the General Manager to perform routine clerical, administrative, and operative functions related to guests, partners, Constance Halaveli Management, and Constance Corporate Office.

 

The PA to GM handles very specific and confidential matters and is entrusted with maintaining confidentiality regarding all matters and information.

 

The PA to GM operates under the direct supervision of the General Manager and executes confidential matters with professionalism.

 

DUTIES AND RESPONSIBILITIES:

The responsibilities and duties for this position include, but are not limited to, the following areas and activities.

At the discretion of the General Manager, direction may be given for tasks outside the scope of work described.

 

·         Assist the General Manager in organizing appointments and carrying out administrative and office duties.

·         Execute all departmental activities according to established resort standards and procedures.

·         Arrange agendas, meetings, and travel plans for the General Manager.

·         Prepare files for appointments and assemble background information.

·         Attend meetings to record official actions and significant parts of discussions, and prepare draft minutes for review by the General Manager before distribution to concerned parties.

·         Compile departmental monthly reports and submit month-end reports to the GM.

·         Type and print letters, memoranda, confidential reports, presentations, agendas for meetings, management correspondence, and other documents. Prepare, review, and distribute correspondence, reports, forms, memoranda, and documents.

·         Prepare and hand over the list of all upcoming repeater guests and VIP guests arrival and departure to anticipate special treatments such as VIP welcome and farewell amenities, gifts, and personal cards

·         Plan, prepare, and coordinate with concerned departments the delivery of VIP welcome and farewell amenities, gifts, and personal cards.

·         Ensure that VIP guest amenities and gifts are properly arranged in the villas upon arrival and departure.

·         Oversee the inventory of gifts for VIP and repeat guests, and procure additional items if needed, in coordination with the General Manager.

·         Liaise at all levels within the company as required, facilitating communication between the General Manager and other team members of the resort and external parties, such as suppliers.

·         Answer telephone calls and make phone calls on behalf of the General Manager.

·         Conduct research projects and prepare specialist documents.

·         Preparing head office visits logistically, including agenda, action plan, dining plan, leisure plan, and transport arrangements.

·         Assist with site inspections and occasionally co-host dinners.

·         Assume Manager on Duty (MOD) responsibilities up to twice a month.

·         Order office stationery and conduct inventory of office supplies.

·         Maintain cleanliness and tidiness of the office at all times.

·         Provide active support to other departments upon request by the General Manager.

·         Stay fully informed about promotions, special events, and packages organized by the resort as per Daily Event Sheets, Daily guest feedback, and weekly highlights.

·         Demonstrate attention to detail to enhance service quality by continually being creative and proactive.

·         Update corporate information.

·         Prepare and share the Manager on Duty monthly schedule (MOD).

·         Monitor the Management monthly Duty Roster.

·         Monitor the yearly Management Vacation Plan.

·         Ensure all departmental organizational charts are updated.

 

 

 

 

Key Requirements:

 

Excellent verbal and written English communication skills.

Highly ethical, flexible, adaptable, reliable, and trustworthy.

High level of motivation and determination.

Strong sense of responsibility and accountability.

Pleasant, team player with a positive attitude.

Hardworking, persistent, and hands-on.

Knowledge of Opera, Front Office and Food & Beverage operations.

Proficiency in Microsoft Excel, PowerPoint, and presentation skills.

Excellent planning and organizational skills.

Attention to detail.

Creativity and audacity.

Luxury team member and guest experience-oriented.

High grooming standards.