Personal Assistant at Gran Melia Hotel

Responsibilities:

• Complete a broad variety of administrative tasks for the MD including managing an extremely active calendar of appointments, plan, coordinate and ensure the MD’s schedule is followed and respected and act in a “gatekeeper” capacity, creating win-win situations for direct access to CEO’s time and office.
• Compose and prepare correspondence; monitor and respond to emails; research required information or background on organizations and individuals.
• Set up meeting files, scheduling and calendaring meetings, set meeting agendas, location, time, and appropriate duration, identify, invite and confirm participants, facility arrangements, etc. where required.
• Prepare travel arrangements, expense reports, and all items needed to ensure the Managing Director’s successful focus on external relations and organizational growth.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature. Consult with the CEO in determining appropriate course of action, referral or response.
• Provide a bridge for clear communication and maintain credibility, trust and support between the office of the MD and staff.
• Work closely and effectively with the MD to keep him well informed of upcoming commitments and responsibilities, and follows up appropriately. Act as a “barometer,” having a sense for the issues taking place in the internal and external environments and keep the MD updated.
• Draft personal correspondence and prioritize conflicting needs; handle all matter expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Manage the Managing Director’s office ensuring the proper documentation and record keeping on behalf of the MD.
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Occasionally travel with the MD to take notes or dictation at meetings or provide general assistance during business trips.
• Ensure the MD is fully briefed on, or prepared for engagements he is involved in.
• The job holder may be required to perform other ad-hoc tasks that may be deemed necessary.

Qualifications

• A good university degree.
• Minimum of 3 years relevant experience in a well structured organization.
• Excellent written, verbal and non-verbal communication skills.
• Proficiency with applications such as word, Excel and PowerPoint
• High understanding of dignity and diversity in the workplace
• A good deal of common sense, etiquette and an ability to think on one’s feet
• Excellent typing skills, speed and accuracy essential
• Good computer literacy (MS Office, Excel, PowerPoint)
• Excellent organisational skills
• Excellent communication skills, both verbal and written
• Professional telephone manner
• Proven ability to work under pressure and to tight deadlines
• Bright, confident personality
• Well presented
• Highly personable
• Flexible and mature approach with ability to work unsupervised
• Willing to travel