Executive Secretary to General Manager @ibis Mumbai Hotels

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  Main Duties:

      Administration

• Provides administrative support to General Manager. Ensures the implementation of hotel policies, standards, and procedures as they apply to the administrative functions.
• Types, files and upkeeps all private and confidential matters related to the department.
• Sets up a systematic and efficient filing system, both for hardcopies as well as all electronic data, that enables quick retrieval; ensures all files are kept up-to-date at all times.
• Prepares the relevant materials for all meetings attended by General Manager.Daily Operations Meeting, Executive Committee Meetings, Departmental Meetings and any other meetings.
• Prepares and circulates the minutes of the meetings.
• Answers telephone calls courteously and gives information to callers. Routes call to appropriate official and places outgoing calls.
• Makes copies of correspondence or other printed matters.
• Prepares outgoing mail.
• Types, takes dictation and minutes, draft letters, files and traces and composes correspondence.
• Monitors and maintains the proper appearance of the office area.
• Handles outgoing mails by courier.
• Makes and confirms appointments for the General Manager.

Customer Service

• Provides assistance & support to internal customers in other departments as appropriate.
• Handles all guest and internal customer complaints and inquiries in a courteous and efficient manner, following through to make sure problems are resolved satisfactorily.
• Maintains positive guest and colleague interactions with good working relationships.
• Greets visitors, ascertains nature of business, and directs visitors appropriately.

     Other Duties

• Attends and contributes to all training sessions and meetings as required.
• Exercises responsible behavior at all times and positively representing the hotel team.
• Maintains strong, professional relationship with the relevant representatives from competitor hotels, business partners and other organizations.
• Ensures high standards of personal presentation and grooming.
• Carries out any other reasonable duties and responsibilities as assigned.

Employee Responsibility

All employees to safeguard their health and safety, and the health and safety of others, in the workplace. 

Replacement and Temporary Mission:

Be ready and responsible for any job, which may be assigned by the Management.

Key Qualifications:

• Education: High school diploma minimum; Bachelor's in Business/Comm is a plus.
• Experience: 3-5+ years in administrative roles, ideally supporting senior management.

What EAs Do:

• Calendar/Schedule Management
• Travel Arrangements
• Document Preparation
• Data Analysis (basic)
• Gatekeeping & Correspondence