Personal Assistant to Operations Manager

About this position

Responsibilities

As the Personal Assistant to Operations Manager, you will be responsible for performing the following tasks to the highest standards:
• Arrange appointments and meetings for the Operations Manager, marking it in the calendar accurately and ensuring that the Operations Manager has the appropriate documents for each appointment.
• Attend and take minutes of meetings such as the Department Head Meeting, Executive Committee Meeting and others when requested.
• Receive visitors and guests in the absence of the Operations Manager, answering questions and concerns as well as following through with resolutions.
• Arrange room and restaurant reservations for VIP guests / personnel if requested.
• Arrange and coordinate the Operations Manager's schedule, keeping him on track for appointments.
• Assist the Operations Manager in compiling guests’ data to be used for service quality improvement.
• Assess and organize personal work priorities and assist with organizing the Operations Manager’s work priorities where possible.
• Answer calls.
• Assist the Operations Manager in preparing files, reports, letters, memorandums and other relevant business documentation.
• File and record all business documents as required.
• Assist with oral and written translations.
• Maintain confidentiality at all times on all matters.
• Demonstrate essential overall knowledge of the organization.
• Understand the responsibilities of other sections and departments and cooperate with them.
• Adhere to the hotel’s security and emergency policies and procedures.
• Demonstrate professional attitude and behavior at all times.
• Prepare and maintain files, reports, letters, memorandums and other relevant business documentation.
• Ensure all reporting and servicing deadlines are met on a timely basis.
• Maintain an accurate tracking system for prompt handling of issues concerned.
• Order and maintain office supplies.
• Maintain personal presentation to the hotel’s standards.
• Effectively support the department's administrative operations and take action when necessary to ensure that service is not disrupted.

Requirements

• Strong organizational skills.
• Excellent communication skills, both oral and written.
• Ability to maintain confidentiality.
• Proficiency in office software and documentation.
• Knowledge of hotel operations and procedures.
• Ability to work collaboratively with various departments.
• Professional demeanor and attitude.

Benefits