Personal Assistant to General Manager

Company Description

Minor Hotels is an international hotel owner, operator, and investor with a portfolio of more than 536 hotels in operation. Minor Hotels passionately explores new possibilities in hospitality with a diverse portfolio of properties designed intelligently to appeal to different kinds of travelers, serving new passions as well as personal needs. Through our Anantara, Avani, Oaks, Elewana, Tivoli, NH Hotel Group, Four Seasons, St. Regis, Marriott, and Minor International properties, across Asia Pacific, the Middle East, Africa, the Indian Ocean, Europe, and South America.

Avani Hotels & Resorts is a vibrant upscale brand offering relaxed comfort and contemporary style. Avani was launched in response to an increasingly influential group of discerning travelers who appreciate stylish design and excellent service, but also demand great value. Avani hotels are designed for the way we travel now. And we think it’s all about balance. Balance between coolness and kindness, between design and function, and between service and privacy.

Avani+ is an uplifted extension of the Avani brand with Avani+ Fares being one of few within the brand and is the first such branded resort in the Maldives The resort will have 200 keys and multiple F&B outlets as well as Spa, Recreation Diving and Water Sports Facilities Avani teams pride themselves as Open-minded, Upbeat and Genuine. 

Job Description

Please note that this is not an exhaustive list of everything that needs to be done. Minor Hotels employees always find new ways to look after the business, their guests, and their colleagues. Within this, the key responsibilities for this position are:

Administrative and coordination

• Manage the General Manager’s diary to co-ordinate meetings/appointments, and to ensure the smooth running of such meetings
• Screen/handle telephone calls, appointments, emails, and emails and take action accordingly
• Take minutes at the Executive Committee Meeting
• Coordinate and communicate with various departments and all levels of a team member on matters directed by the General Manager
• Prepare and manage correspondences with internal and external parties for General Manager’s signature
• Attend to requests from divisional, corporate, or owners offices and facilitate them accordingly
• Attend to residents/patrons’ special requests or complaints that are directed to the General Manager
• Co-ordinate travel arrangements in a highly efficient manner and prepare detailed travel files accordingly
• Ensure approval forms are prepared for the General Manager for signature and approval of the Vice President, Operations, e.g. leave application forms, travel approval forms, expense claims reports, etc.
• Maintain systematic up-to-date filing and tracking systems
• Maintain and update Executive Committee and Department Heads’ personal files kept in the General Manager’s office
• Maintain and update Executive Committee and Department Heads’ leave record
• Prepare monthly financial data reports
• Maintain confidentiality of sensitive matters/issues
• Manage and upkeep the functionality and cleanliness of the office
• Ensure adequate stock of office stationery
• Maintain a high level of professionalism and project a positive image of the organization.

Other Responsibilities

• Maintain complete knowledge of all F&B services, contents & preparation methods, outlets, and hotel services/features
• Be fully conversant with hotel fire & life safety/emergency procedures
• Attend all briefings, meetings, and training as assigned by management
• Maintain a high standard of personal appearance and hygiene at all times
• Perform other reasonable duties assigned by the Management

Qualifications

• At least bachelor’s degree
• At least 5 years’ experience in executive secretarial work with multinational companies.
• Effective telephone communication skills, and above average proficiency in MS Office applications such as Word, PowerPoint, and Excel. 
• Above average fluency in English (written and spoken).
• Must currently hold the role applying for.
• Must have a stable career history
• Trackable references to support the role applied for.

Additional Information

We are Upbeat - We are Open-Minded - We are Genuine