executive secretary ( Thư ký Tổng giám đốc)

- Open and sort all incoming correspondence for attention of GM, source information as necessary to enable a prompt and accurate response.
- Screen telephone calls in a pleasant and courteous manner providing information, taking messages or directing calls directly through to GM as appropriate
- Coordinate the activities of the GM through efficient diary management.
- Maintain a logical and up-to-date filing system and archive directory.
- Facilitate the smooth running of the department through adequate supply of materials and equipment.
- Regularly review hotel stationery to ensure in line with Corporate Identity
- Organize travel for the GM, following Hotel Procedures.
- Submit expense claim forms for GM, following Hotel Procedures.
- Ensure that all invoices passed through to GM for signing are backed up with the correct documentation.
- Ensure that all administration and travel invoices for signing are backed up with the correct documentation
- Handle petty cash for the GM
- Attend, for the purpose of taking minutes, and/or organize meetings as required by the GM
- Fully brief the GM on external meetings, researching details and providing support documentation/presentation material as appropriate.
- Maximize on the effectiveness of internal/routine meetings by briefing the GM prior to meetings in relation to key agenda points.
- Collate Weekly / Monthly operating reports
- Investigate / alert the GM to concerns in reports as appropriate.
- Compile statistical reports as requested by the GM
- Maintain regular and effective communication with Heads of Department providing or requesting information as is necessary to the smooth running of the hotel
- To make all the memos relating to the hotel operation to the owner as per request
- To make the meeting minute between the hotel and the owner; to follow all the minute checklists