Personal Assistant to General Manager

5 days ago

Singapore GCH PTE. LTD. Full time

**GENERAL MISSION**
- To ensure the efficient administration of the Executive Office.
- To assist directly the General Manager in his responsibilities.
- To keep confidential information as discretionary.
- To provide good coordination and assistance to the management & staff of the Hotel.

**RESPONSIBILITIES AND MEANS**
- Participate as a member of management and advise on the administrative implications of all matters being reviewed and give comments as required.
- Ensure that the day to day administrative needs are fulfilled.
- Maintain professional business confidentiality.
- Receive and file incoming letters and documents;
- Manage office (stationery, water, etc) and room supplies ensuring adequate stock at all times;
- Handle administrative tasks including photocopying, filing (electronic and manual files), collating reports and information, preparing and distributing papers and other general administration duties for the management team.
- Provide full coordination, supporting and assistance for any requests by the Hotel Owners as well as the management and staff of GCP Hospitality
- Draft routine or simple correspondences as assigned by the General Manager.
- Process the reservation confirmation to the guests of GM, as directed by GM.
- Maintain office supplies.
- Perform any other valid secretarial duties assigned by the General Manager.
- Attend the Morning Operations Meetings and Weekly Operations Meeting, keep records and transcribes minutes of each meeting, as well as chasing up each task with all concerned directors/managers, on behalf of General Manager, as mentioned in the meetings.
- Furnish the General Manager Monthly Comments / Analysis Report and submit to the Head Office on a timely basis.
- Keep filing of the Executive Office in a systematic way.
- Prepare Reference Letters/Certificate for Management level staff who are leaving the hotel service.
- Coordinate with Purchasing Manager and Financial Controller in the control of all Purchase Request and Purchase Order of all CAPEX items, and to ensure that they are under control within the budget, as well as proceeding the documents to get the approval from the owners before proceeding the purchasing of each Capex item.
- Assist the Directors, Senior Managers & all Hotel Expats for the reservation of Air Ticket and Hotel Accommodation, in relate to their Annual Leave, Home Leave and Business Trip only.
- Coordinate and assist the secretaries and management of Owner Company on their requests i.e. Hotel Accommodation and Restaurant Booking, etc.
- Communicate with the other GCPH Hotels on behalf of the General Manager in all matters as directed by GM.

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