Company Description
Novotel Bali Benoa is located at the edge of Nusa Dua, only 20 minutes away from Ngurah Rai Airport, overlooking the golden sands and watersport activity of Tanjung Benoa beach. Garuda Wisnu Kencana is within your area and you can easily go to the center of the international conference in the Indonesia Tourism Development Cooperation (ITDC) area.
Job Description
Job Purpose
This position is responsible for providing high-level secretarial and administrative support to the General Manager, and carry out tasks and requests as instructed. The Executive Secretary works with minimum supervision and handles confidential matters professionally.
Primary Responsibilities
Administrative and coordination
Manage the General Managers diary to co-ordinate meetings/appointments, and to ensure smooth running of such meetings
Screen/handle telephone calls, appointments, mails and emails and take action accordingly
Take minutes at the Executive Committee Meeting
Coordinate and communicate with various departments and all levels of staff on matters directed by the General Manager
Prepare and manage correspondences with internal and external parties for General Managers signature
Attend to requests from divisional, corporate or owners offices and facilitate it accordingly
Attend to residents/patrons special requests or complaints that are directed to the General Manager
Co-ordinate travel arrangements in a highly efficient manner and prepare detailed travel file accordingly
Ensure approval forms are prepared for the General Manager for signature and approval of the Vice President, Operations, e.g. leave application forms, travel approval forms, expense claims reports, etc.
Maintain systematic up-to-date filing and tracing systems
Maintain and update Executive Committee and Department Heads personal files kept in the General Managers office
Maintain and update Executive Committee and Department Heads leave record
Maintain and update Manager-On-Duty schedule
Prepare monthly financial data reports
Maintain confidentiality of sensitive matters/issues
Manage and upkeep the functionality and cleanliness of the office
Ensure adequate stock of office stationery
Maintain a high level of professionalism and project a positive image of the organization.
Other Responsibilities
Maintain complete knowledge of all F&B services, contents & preparation methods, outlets and hotel services/features
Be fully conversant with hotel fire & life safety/emergency procedures
Attend all briefings, meetings and trainings as assigned by management
Maintain a high standard of personal appearance and hygiene at all times
Perform other reasonable duties assigned by the assigned by the Management
Qualifications
Knowledge and Experience
Diploma education
Minimum 8 years of secretarial experience with at least 5 years serving the senior management level
Excellent reading, writing and oral proficiency in English language
Good working knowledge of MS Excel, Word, & PowerPoint
Competencies
Good communication and customer contact skills
Service oriented with an eye for details
Ability to work effectively and contribute in a team
Self-motivated and energetic
Well-presented and professionally groomed at all times
