Job Title: Executive Assistant to General Manager
Department: Administration
Location: Platinum Inn, Ahmedabad
Reports To: Corporate General Manager
Job Summary:
The Executive Assistant to the Corporate General Manager plays a pivotal role in ensuring the smooth functioning of the hotel’s operations. This position provides high-level administrative support to the Corporate General Manager by managing their calendar, handling correspondence, coordinating meetings and events, and assisting with various managerial tasks to support the overall hotel operations & sales. The EA must demonstrate professionalism, organizational skills, and discretion in handling sensitive information.
Key Responsibilities:
Administrative Support:
- Manage the General Manager's calendar, including scheduling appointments, meetings, and events.
- Prepare and manage travel arrangements and itineraries for the Corporate General Manager.
- Handle incoming and outgoing correspondence on behalf of the Corporate General Manager (phone calls, emails, letters).
- Prepare and proofread reports, presentations, and other documents as the Corporate General Manager needs & take follow-ups on behalf.
Communication & Coordination:
- Serve as the primary point of contact for internal and external stakeholders on behalf of the Corporate General Manager.
- Coordinate and arrange meetings, conferences, and events, ensuring all logistics are in place.
- Take and distribute meeting minutes, following up on action points as necessary.
Project Management:
- Assist with the planning, implementing, and monitoring key hotel projects.
- Track and report on the progress of ongoing projects, ensuring deadlines are met and resources are allocated appropriately.
Guest Relations & VIP Services:
- Assist with special requests for high-profile guests and VIPs to ensure seamless service.
- Maintain guest relations protocols to ensure the Corporate General Manager is informed of any critical & important guest matters.
Financial Support:
- Assist with preparing budgets, invoices, and expenses for the Corporate General Manager’s office.
- Monitor and track expenditures for the Corporate General Manager’s activities.
Confidentiality & Discretion:
- Handle confidential information with the utmost discretion and professionalism.
- Ensure the CGM is well-prepared for all meetings and presentations, including providing background information when required.
General Office Management:
- Oversee general office operations for the CGM’s office, including managing supplies, coordinating with vendors, and maintaining filing systems.
- Ensure timely and efficient communication within the department and hotel-wide.
Qualifications and Requirements:
- Education: Bachelor’s degree in hospitality management, Business Administration, or related field (preferred).
- Experience: Minimum 2+ years of experience in an executive assistant or administrative role within the hospitality industry.
- Skills:
- Strong organizational and multitasking abilities.
- Excellent communication (verbal and written) and interpersonal skills.
- Proficient in Microsoft Office Suite and other office management software.
- Ability to prioritize tasks and manage time effectively in a fast-paced environment.
- Strong attention to detail and problem-solving abilities.
- Professional appearance and demeanor.
- Languages: Proficiency in [local language(s)] and English is required. Additional languages are a plus.
Working Conditions:
- Full-time position based at Hotel Platinum Inn.
- May require flexible hours, including evenings and weekends, based on business needs.