Job Description

Scope and Objectives

The position is responsible for providing timely and high level of professional secretarial and administration support to the Managing Director.

Key Interactions

Internally

Executive Committee Members. Department Heads. Section Heads. All Colleagues.

Externally

Guests. Owners Office. Singapore and Worldwide Corporate Offices. Government and VIP Liaison Officers. Embassies. Hoteliers. Travel Agents. Vendors.

Primary Responsibilities

Manages the Work Schedule of The Managing Director

Co-ordinates and arranges meetings, appointments and conference calls. Books the meeting venue and arranges necessary equipment. Sends meeting invitations via Microsoft Outlook. Sends reminder to all attendees a day before the meetings. Prepares the meeting notes or documents. Takes minutes of meetings and disseminates accordingly.

Manages Correspondences, Reports and Phone Calls

Handles confidential documents ensuring they remain secure. Manages all incoming and outgoing correspondences independently. Prepares replies for Managing Director's review. Manages the Managing Director and the hotel's generic mail boxes and disseminates to the relevant colleagues for action or prepares replies for Managing Director's review. Handles documents for Managing Director's signature ensuring accurate information provided. Ensures the weekly and monthly reports required by the Owners and Corporate offices are sent on a timely manner. Prepares monthly expense reports for the Managing Director and handles the approval process. Follows up on the reimbursement to the Managing Director. Schedules the roster of 'Manager-On-Duty' amongst the Executive Committee members and Department Heads. Ensures the reports are completed by the individual after the duty, necessary actions are taken and filed accordingly. Conducts research and prepares presentations or reports as assigned by the Managing Director. Updates databases. Manages accommodation arrangements and programs for overseas visitors. Facilitates communication within the hotel as assigned by the Managing Director. Receives and screens phone calls and redirects them appropriately.

Manages Overseas Travels

Co-ordinates and arranges flight bookings, hotel accommodations, visa applications and airport transfers. Ensures the class of flights booked is as per hotel's policy and at the best air fares. Ensures the hotel accommodations are booked at the best rates. Compares the costs between taxi and hotel limousine for airport transfers and arranges appropriately. Prepares and submits the travel approval form to the Vice President, Operations LUXE Hotels, Malaysia, Indonesia and Singapore, for approval and signature before issuance of air ticket. Arranges travel insurance. Arranges Visa, if required. Arranges cash advance in the currencies of the visiting countries. Handles on-line check-in. Prepares a detailed travel file that consists of e-tickets, hotel confirmations, travel insurance policy, trip itinerary and relevant documents. Manages Filing Documentation and Record Keeping

Maintains systematic up-to-date filing or e-filing for effective and easy retrieval. Maintains an up-to-date record of vacation and off-in-lieu days of the Executive Committee Members and Department Heads. Monitors and follows-up on documentation to ensure appropriate timelines are met and actions completed.

Oversees Office Administration

Monitors and ensures adequate stock of office stationery or supplies. Ensures the office equipment is functioning effectively. Ensures the cleanliness and appearance of the office.

Involvement in Wider Job Function Relationships

Upholds Accor Values of Guest Passion, Sustainable Performance, Spirit of Conquest, Innovation, Trust and Respect in the execution of all duties and responsibilities and in ensuring full compliance by all departments. Participates and supports sustainability in corporate initiatives and programmes such as Planet 21 - Corporate Social Responsibility, Diversity and Inclusion, Women at AccorHotels Generation (WAAG), etc. Executes and co-ordinates tasks that may be assigned by the Managing Director.

Main Complexities/Critical Issues in the Job

Manages the schedule of the Managing Director efficiently. Commitment to discretion and confidentiality concerning sensitive hotel information. Works independently with minimum supervision and has good initiative. Timely response in managing guests' requirements or complaints. Ability to resolve problems or issues and make decisions within scope.

Span of Control

Nature Amount

Audit Compliance Obtains 3 quotations of airfare for all travels. Ensures the Managing Director signs documents within the timeframe.

Service Recovery

Responds to guests' requirements or complaints within 48 hours.

Office Stationery Ensures minimum adequate stock.

Profile

Knowledge and Experience

Private Secretary's Certificate or Diploma. Minimum 5 years of relevant experience in the hotel industry supporting the senior management. Strong knowledge of Microsoft Outlook, Microsoft Office and excellent administration skills.

Competencies

Good written and spoken communication skills. Excellent organizational and time management skills. Good interpersonal skills with ability to communicate with guests and all levels of colleagues. Good presentation and influencing skills. Accuracy and attention to details. Self-motivated and energetic. Flexible and able to embrace and respond to changes effectively. Schedule: Full-time