Personal Assistant

Reports To: General Manager/Board of Directors

Summary of Position:

As a Personal Assistant, you will be responsible for providing strict private and confidential support to the Chairman, Directors, and General Manager. Your role will involve effective communication with staff and management, coordinating board meetings, and ensuring the smooth functioning of the administration department according to the company’s standards.

Areas of Responsibilities:

• Private and confidential support to Chairman, Directors, and General Manager
• Effective communication with staff and management
• Coordination of board meetings

Responsibilities:

• Ensure the smooth and organized running of the administration department according to the company’s standards
• Lead by example, adhering to the Company’s Mission, Vision & Guiding Principles, and Code of Conduct
• Provide comprehensive secretarial and administration services to the directors
• Develop, maintain, and review administration systems for maximum efficiency
• Maintain and organize diaries, filing systems, and other relevant areas for the directors
• Support directors in projects, proposals, bids, etc., through research, consultation, and team management
• Draft speeches, articles, briefings, and project proposals as requested
• Facilitate meetings, schedule debriefing sessions, arrange refreshments, seating, and take minutes when necessary
• Coordinate staff/board meetings and handle office stationery requisitions
• Respond to queries from Board members and stakeholders promptly and professionally, both orally and in writing
• Coordinate all senior management and Board member travel arrangements
• Compile and distribute Board papers, reports, minutes, and agendas in a timely manner
• Liaise with the Chairman and other Board Members as required
• Keep all mailing lists up to date

Qualifications/Training:

• University graduate of a four-year business administration management program or equivalent from an accredited university
• 2 years of experience in a medium/large reputable hotel

EXPERT Tips To Be A Successful Applicant:

1. Highlight Your Confidentiality: Emphasize your ability to maintain strict confidentiality in handling sensitive information.
2. Demonstrate Strong Communication Skills: Showcase your excellent communication skills, both verbal and written, as effective communication is crucial in this role.
3. Showcase Organizational Skills: Provide examples of how you have efficiently organized meetings, managed diaries, and handled office tasks in the past.
4. Research the Company: Familiarize yourself with the company’s Mission, Vision, and Guiding Principles to align your application with their values.
5. Emphasize Your Leadership Abilities: If applicable, showcase instances where you’ve demonstrated leadership qualities to lead by example in previous roles.
6. Highlight Problem-Solving Abilities: Illustrate your problem-solving skills, as this role may require handling various tasks and challenges.
7. Be Professional and Punctual: Ensure your application and interview interactions reflect professionalism and punctuality, essential traits for a Personal Assistant.
8. Express Adaptability: Personal Assistants often face dynamic work environments, so demonstrate your adaptability and ability to handle diverse responsibilities.