Millennium Hotels and Resorts MEA
Executive Secretary
Job description
As an Executive Secretary, you will play a pivotal role in delivering comprehensive executive secretarial and administrative support to the General Manager. Your responsibilities encompass a wide spectrum, including handling highly confidential and sensitive matters, contributing to the seamless functioning of the executive office.
Key Job Responsibilities
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Execute meticulous typing, proofreading, and dispatching of all outgoing correspondence, ensuring the highest standard is maintained.
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Prioritize and review all incoming mail, forwarding it to the General Manager after careful consideration.
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Take proactive measures on routine standardized correspondence, promptly informing the General Manager of matters such as membership requests, accommodation inquiries, and brochure requests.
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Efficiently coordinate and follow up with internal departments on behalf of the General Manager to facilitate smooth operations.
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Prepare letters on behalf of the General Manager, ensuring clarity and professionalism in communication.
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Maintain an organized and systematic filing system for all correspondence.
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Attend meetings, record minutes accurately, and distribute them while following up on action items.
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Manage all telephone calls and appointments for the General Manager, employing effective screening and prioritization techniques.
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Manage the distribution, filing, and information flow of Duty Manager Reports, ensuring timely and accurate administration.
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Prepare complimentary, upgrade request forms, and gift vouchers as requested by various departments and business contacts, maintaining a high level of attention to detail and efficiency.
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Establish and update a comprehensive database of contacts as needed by the General Manager.
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Organize travel arrangements and coordinate external business trips on behalf of the General Manager.
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Operate in a safe and environmentally friendly manner to safeguard the health and safety of guests and colleagues, as well as contribute to environmental conservation.
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Adhere to the hotel's environmental, health, and safety policies and procedures.
