Executive Assistant

Organization- Park Hyatt Hangzhou Summary

• Establishes and maintains strong relationships with Government / Special VIPs/ Owning Company and liaises with them with regard to hotel related issues and matters on behalf of the General Manager as requested.
• Reviews scheduled functions, group or VIP arrival events and discusses special instructions with all relevant departments.
• Ensures departments concerned adhere to all rules and procedure set by the authority while carry out the day-to-day operations.
• Greets important local government official/ delegation / Special VIPs/ Owning company officials that visit the hotel or attending any function in the hotel.
• Provides administrative support to General Manager and ensures the implementation of hotel policies, standards, and procedures as they apply to the administrative functions.
• Reads and routes incoming mails.
• Locates and attaches appropriate file correspondence to be answered by General Manager.
• Types, file, and upkeep of all private and confidential matters related to the Executive Office.
• Sets up and maintains systematic and efficient filing system, both for hard files as well as all electronic data, that enables quick retrieval.

Qualifications

• Ensures all files are kept up to date at all times.
• Prepares the relevant materials for all meetings attended by the General Manager: Daily Operations Meeting, Executive Committee Meetings, Departmental Meetings and ad hoc meetings.
• Maintains and updates the activities diary to keep track all official activities and event that involve the General Manager.
• Reminds the General Manager on all important appointments/ events or activities that to be attended by the General Manager.
• Assists with the development and maintenance of a detailed Department Operations Manual that reflects policies & procedures, work processes and standards of performance within the Division. Ensures annual review to accurately reflect any changes.
• Submits all reports required by the Management and local authority on a timely basis.
• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Maintains and updates the Corporate/ Government contact lists as required.
• Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person