Personal Assistant - Umhlanga, South Africa - Red Carnation Hotels

Description

Job Purpose :As a Personal Assistant to the General Manager in a five-star hotel, you will be responsible for providing comprehensive support to the General Manager in managing the day-to day operations of the hotel. Organizational Positioning : Department: Executive Office Reporting to: General Manager Location: The Oyster Box Hotel Premises
Duties and Responsibilities : Administrative support Handling general correspondence, scheduling meetings, managing calendar for the General and Hotel Manager. Purchase office stationary. Attend to Insurance queries and other adhoc administrative duties as required from time to time. Update and distribute rosters and manage leave rosters of senior management. Coordination Liaising and coordinating with various departments within the hotel to ensure smooth communication and workflow. Assisting in organising and attending meetings, taking minutes, and following up on action points. Communication Acting as a point of contact for internal and external stakeholders, such as hotel staff, guests, suppliers and partners. Answering emails and phone calls, ensuring prompt and professionalism and discretion when dealing with matters related to the General Manager. Confidentiality Maintaining confidentiality of sensitive information and maintaining a high level of professionalism and discretion when dealing with matters related to the General Manager. Research and analysis Conducting research on various topics as instructed by the General Manager, preparing reports, analyzing data, and providing recommendations or insights to support decision making. Project Management Assisting in the execution of special projects or initiatives, ensuring timely completion and adherence to quality standards. Coordinating with relevant departments and ensuring effective communication throughout the process. Document management Organising and maintaining files, records, and documents in both physical and digital formats, ensuring proper filing, retrieval and archiving of documents
Event coordination Collecting and reviewing financial documents, tracking expenses, and preparing financial reports as required. Miscellaneous tasks Performing various adhoc tasks as directed by the General Manager and Hotel Manager. Travel Management Plan and coordinate travel itineraries, including flights, accommodations, transportation and visas for both business and personal trips. Anticipate and address travel related issues and changes promptly to ensure a smooth experience
Minimum Requirements :

A similar or related tertiary qualification in business, secretarial or office administration

Previous experience and exposure in working in a 5* hotel or similar environment as a Personal Assistant to the General Manager

Refined interpersonal skills with the ability to communicate effectively and confidently with all levels of individuals

Ability to maintain a high level of confidentiality and discretion, be well mannered and exhibit a positive attitude

Strong organisational and time management skills

Attention to detail, troubleshoot issues, find solutions to problems

Proficient in the use of the Microsoft Office suite

Flexibility to work outside of business hours when required

Proficient writing abilities