Executive Assistant to GM

Job description / Role

The Executive Assistant to General Manager entails delivering advanced secretarial and administrative support to the General Manager, executing tasks and requests as directed. The Executive Secretary operates with minimal supervision while handling confidential matters with professionalism.

- To screen calls; manage calendars; make travel, meeting and event arrangements.
- To type correspondence and ensure accuracy of grammar, composition and format.
- To handle incoming & outgoing calls according to hotel standards.
- To clear IN/OUT trays and mailbox for Hotel Manager and distribute to concerned.
- To ensures proper requisitioning and control of office supplies; follow-up on delivery of material & documents.
- To ensure all correspondence, faxes, messages, e-mails are responded in timely manner/disseminated accordingly.
- To translate documents from Turkish to English and English to Turkish when required.
- To prepare reports when required.
- To maintain document signature processes.
- To handle and follow up on assignments as assigned by superiors (incl. annual leaves, payroll, standard operating procedures, JDP, LQA, guest complaints, invoice monitoring, purchasing, etc.).

Requirements

- To handle appointments concerning the management team; keeping track of their schedule and engagements.
- To assist in resolving any administrative problems.
- To assume duties assigned by the General Manager, Hotel Manager and Executive Committee members, when required.
- To ensure all arrangements are made prior to meetings (booking of meeting rooms, set ups, meeting materials).
- To co-ordinate with colleagues and representatives of other departments to ensure an efficient flow of communication.
- To take minutes during meetings as required; ensure to distribute minutes to all attendees/concerned.
- To ensures personal awareness of activities and services within the hotel in order to promote the property and be responsive to guest inquiries.
- To adhere to the set procedures for attendance and timekeeping.
- To ensure timely reporting of malfunction, follow-up with maintenance of appropriate office equipment when required.
- To show ability to work well with all levels of management and staff, as well as guests; reflecting Raffles Hotel philosophy by providing a high quality of service by adopting a positive attitude and keeping team spirit at highest level.
- To greet guests and colleagues with a smile at all times anywhere in the hotel; provide general support to visitors.
- To maintain personal appearance and grooming as per hotel standards.
- To assist with administrative duties not defined in this job description; as assigned by supervisors or managers that the employee directly reports to; when and when required/appropriate.

About the Company

A caring employer providing respect, training and career development for our employees. An attractive employer offering more than 100 professions across the 5 continents.

We are much more than a world leader. We are 250,000 hoteliers with the same shared passion for welcoming. We take care of millions of guests in our 4,300 addresses and on our digital platforms. As an operator and franchisor (HotelServices), owner and investor (HotelInvest), we invest all our energy into making "Feel Welcome" resonate as the finest hotel promise.

From luxury to economy and in every corner of the globe, AccorHotels'​ more than 20 brands meet all the needs of business and leisure travelers seeking comfort, attention and high-quality services.