PRIMARY RESPONSIBILITIES:

Administration
• Routes all incoming and outgoing mail as well as correspondences related to the general administration
• Answers and routes incoming telephone calls
• Ensures that administrative inventory items i.e. office supplies, are stored properly and utilized accordingly to minimize wastage and spoilage
• Maintains stationary items, par stock items, to be included as inventory items, re-order points, item listing, unit of measure
• Ensures that the strictest confidentiality is maintained in dealings with all work-related matters
• Attends and prepares meeting minutes as and when required
• Ensures that an efficient and accurate filing system, both manually as well as electronically is maintained at all times
• Mails, scans, faxes, couriers and forwards documents as required by the Senior Executive
• Compiles statistical reports
• Schedules appointments, handles requests for reservations on behalf of the Senior Executive
• Traces in calendar for all guests of Senior Executive and VIPs with arrival/departure flights details as well as prepares welcome cards with amenities
• Prepares submission of detailed claims to insurance company and medical claims as an expense claim to Finance Department when the need arises
• Makes booking of Meeting Room, prepare Event Order and Send Meeting Invitation for Monthly Meetings
• Prepares relevant materials for all meetings attended by Senior Executive
• To familiarize and be competent in applicable systems that will be used in the course of work
• Composes, takes dictation and minutes, draft letters/emails, files and traces correspondences
• Greets visitors, ascertains nature of business, and directs visitors to associate or appropriate person

Other Duties
• Ensures that place of work and surrounding area is kept clean and organized at all times
• Be entirely flexible and adaptable to rotate within the different departments so as to render assistance where required
• Be fully conversant with all services and facilities offered by the hotel
• Understands and strictly adheres to Rules and Regulations established in the Associate Guide and the Hotel’s policies concerning fire, hygiene, health and safety
• Ensures high standards of personal presentation and grooming
• Responds to changes in the Administration function as dictated by the industry, company and hotel
• Attends training sessions and meetings as and when required
• Carries out any other reasonable duties and responsibilities as assigned

JOB REQUIREMENTS
• Diploma or University graduate, preferable in Business Administration or equivalent
• Strong written and verbal communication skills in English and Cantonese
• Proficiency in MS Office, Excel, PowerPoint, Word and Chinese word processing
• Multi-tasking person who is able to work under pressure and overtime
• Good time management skill for job prioritization, planning and organization
• Mature, self-motivated, committed, persistent, detail-oriented and well-organized
• Excellent analytical and numerical skills, ability to adapt and problem solve day-to-day issues
• Strong sense of integrity, urgency, confidentiality, and the ability to multi-task and meet deadlines
• Natural ability to network, build connections/relationships and peer influence internally and externally