Administrative Assistant (Executive)

Administrative Assistant to the General Manager

Job Qualifications

Education

• Bachelor's degree in Office Management, Communication, Business Management, or any four-year course.

Experience

• At least one (1) year of experience as an Executive Assistant or Administrative Assistant in a hotel, resort, country club, membership club, or similar hospitality property.

Training

• Office Management
• Personality Development
• Excellent Customer Service

Skills and Competencies

• Strong interpersonal and communication skills.
• Excellent written and verbal communication abilities.
• Highly organised, detail-oriented, and able to manage multiple priorities.
• Demonstrates initiative, sound judgement, and a strong sense of urgency.
• Proficient in Microsoft Office Suite (Word, Excel, and PowerPoint) and other relevant office applications.

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Objectives and Reporting Relationships

The Administrative Assistant reports directly to the General Manager and is responsible for providing comprehensive administrative and secretarial support to the Office of the General Manager while assisting all departments in ensuring efficient daily operations.

The role aims to:

• Provide administrative support to the General Manager.
• Assist the Administration Department with administrative matters.
• Support Department Heads in their operational requirements.
• Coordinate effectively with all departments to ensure smooth communication and workflow.

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Job Summary

The Administrative Assistant provides comprehensive administrative and secretarial support to the General Manager and the Administration Department. The role is responsible for managing office operations, maintaining records, coordinating communications, scheduling meetings, and providing administrative assistance to all departments to ensure efficient and effective organisational operations.

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General Responsibilities

• Provide administrative support to ensure the efficient operation of the Administration Office.
• Manage schedules, correspondence, records, and various administrative functions.
• Coordinate internal and external communications in a timely and professional manner.
• Facilitate efficient workflow through effective coordination with all departments.
• Maintain confidentiality of sensitive information and official documents.

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Specific Duties and Responsibilities

• Handle the internal and external affairs of the Office of the General Manager and the General Administration Department.

• Manage and maintain the General Manager's calendar, appointments, and official schedule.

• Monitor the timely submission of departmental reports, including but not limited to:

  • Golf Maintenance Report
  • Opening and Closing OIC Report
  • Membership Report
  • Revenue Report
  • HR/Admin Report
  • Engineering Report
  • IT/CCTV Report
  • Golf Operations Report
  • Food & Beverage Operations Report
  • Hotel Operations Report
  • Security Report

• Prepare correspondence, memorandum, reports, forms, and confidential documents for the Office of the General Manager.

• Receive, review, and prioritize incoming and outgoing correspondence, ensuring urgent matters are promptly brought to the attention of the General Manager or the appropriate Department Heads.

• Answer and screen telephone calls, arrange appointments, manage visitors, and provide reminders to the General Manager.

• Organised, coordinate, and monitor departmental and inter-company meetings.

• Record, prepare, and distribute accurate minutes of meetings.

• Provide administrative assistance to all departments as required.

• Receive, screen, and respond to inquiries from clients, members, and guests, directing them to the appropriate department when necessary.

• Maintain an organised filing system while ensuring strict confidentiality of company records and information.

• Prepare requisitions for office supplies and other departmental requirements for approval.

• Ensure the proper use, maintenance, and safekeeping of office equipment and supplies.

• Maintain the cleanliness, orderliness, and overall organisation of the work area and Administration Department.

• Perform other duties and responsibilities as assigned by Management.

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Additional Responsibilities

• Assist in organizing and coordinating Club Board Meetings, Annual Stockholders' Meetings, auction proceedings, and other corporate events.
• Provide logistical support, prepare meeting materials, coordinate mailings, conduct confirmation calls, and assist in SEC and BIR documentary requirements and regulatory compliance.
• Perform other functions and special assignments that may be delegated by Management from time to time.