Duties and Responsibilities 工作职责
Reports directly to and communicates with the General Manager on administrative matters.
Maintains the utmost confidentiality and discretion when handling business affairs.
Daily secretarial work to include preparing reports before morning briefing, filing, copying, scanning, faxing, etc.
Translating incoming letters, memos, documents, and articles by request.
Attends meetings such as Morning Briefing, Ex. Com meeting, and others as directed by GM, and takes meeting minutes.
Collects and distributes documents for GM’s signature and makes record.
Assess priorities of work and assist in organizing GM’s priorities.
Processes inquiries and bookings mainly from IHG Supporting Centre and their friends, and be familiar with the IHG special rates.
Preparing monthly operational results for meetings with owners.
Processes expense claim for GM’s business expenses according to Hotel policy and IHG policy.
Manages GM’s mobile phone account. Frequently checks the status, recharges money into the account, and processes reimbursement.
Be active in Wechat / Weibo social media to help promoting hotel products.
Cooperates, coordinates, and communicates with Department Heads and other inter-departmental secretaries or coordinators as appropriate, and displays sound understanding in the responsibilities of other sections and departments.
Maintain good communication with the Executive Secretaries and PAs of the other hotels of the cluster and share best practices.
Keep the Hotel Management Team organization chart and the name list of B4 and above updated.
Manages EOD duty roster and records the compensation details.
Prepare welcome letters for GM’s signature.
Coordinates and Arranges internal and external appointments and meetings for the General Manager, recording same in calendar and make transportation arrangements whenever needed.
Handling room and restaurant reservations for VIP guests / personnel as requested as requested by GM.
Be aware of the guest complaints and help to do service recovery whenever needed.
Actively take part in social activities, such as Project Hope, Mifan Mama, etc.