General Manager Personal Assistant

JOB SUMMARY

Supports General Manager and his/her team by assisting with administrative responsibilities. Duties include organizing, composing and distributing correspondence to both employees and guests, initial response and follow-up to inquiries and collecting and tracking problem-resolution information.

CANDIDATE PROFILE
Education and Experience

• High school diploma or GED; 1-year experience in administrative assistance, clerical services, or related professional area.
OR
• 2-year degree from an accredited university in Secretarial Studies, Business Administration, Hotel and Restaurant Management, or related major; no work experience required.

CORE WORK ACTIVITIES
Providing Documentation and Reporting Support

• Assists managers in the preparation of various reports and presentations.
• Attends, transcribes and distributes minutes, and participate in staff meetings, executive committee meeting and department meetings as needed.
• Makes new files, and maintains existing files.
• Maintains giveaway/donation files and assists in making reservations.
• Provides administrative support to manager/s and department.

Supporting Correspondence

• Composes, produces and signs correspondence on routine matters.
• Produces and distributes correspondence as required.
• Answers department phones.
• Acts as a receptionist for manager and, when necessary, other department members, providing assistance to callers as required.
• Sorts and distributes mail.

Providing Exceptional Customer Service

• Providing services that are above and beyond for customer satisfaction and retention.
• Ensures quality, and standards and meets the expectations of the customers on a daily basis.
• Attends meetings and communicates with executives and peers in an effort to improve the quality of service.

Additional Responsibilities

• Ensures VIP amenity requests from GM/DOPS are handled in a timely manner.
• Signs for managers and release, with specific permission.
• Communicates the importance of safety procedures, detailing procedure codes, ensuring employee understanding of safety codes, and monitoring processes and procedures related to safety.
• Attends meetings to plan, organize, prioritize, coordinate and manage activities.
• Works with others to gather the information necessary to manage projects, achieve goals, and resolve problems.
• Informs and/or updates the executives and peers on relevant information in a timely manner.
• Managing diaries and organizing meetings and appointments, often controlling access to the manager/executive
• Booking and arranging travel, transport, and accommodation