Personal Assistant (PA) to General Manager (GM)

Overview of duties
• Behaves and acts in an exemplary fashion, embodying the brand mindset
• Directs all aspects of secretarial work in the hotel, maintains the executive office and all matters relating to executive administration in a confidential, professional manner
• Provides efficient and comprehensive secretarial services to Executive staff to meet the needs of customers

Main responsibilities
Customer relations
• Is the point of contact between the GM and HODs, managers and other employees
• Should be able to boost the communication and relations between GM and all employees
• Interacts with guests and individuals outside the hotel including, but not limited to, current and potential clients, owning company representatives, suppliers, competitors and other members of the local community
• Represents the hotel in a positive manner on and off duty"

Professional techniques / Production
• Reports directly to and communicates with the GM on all administrative matters
• Maintains the utmost confidentiality and discretion when handling business affairs
• Attends meetings between GM with GD, external partners and suppliers, HODs meetings or Excom meetings as requested. Takes minutes and interprets in those meetings should there be a need
• Cooperates, coordinates and communicates with Department Heads and other inter-departmental secretaries as appropriate
• Day-to-day secretarial work to include typing, filing, faxes and telephone
• Manages GM's working schedule, arranges internal / external appointments for GM
• Distributes memos, letters and other information etc.
• Handles reservation as requested by GM
• Translates incoming letters, documents, articles as requested
• Stores and keeps all confidential information
• Prepares and updates HOD Monthly working schedule and roster

Team management and cross-departmental responsibilities
• Is the point of contact for all departments in terms of administrative matters.
• Contributes to boosting cross-departmental working methods thanks to his/her relational skills, adaptability and professionalism.

Management and administration
• Respects the resort's policies and procedures in terms of filing, contracting, billing, total guest satisfaction, confidentiality

Hygiene / Personal safety / Environment
• Ensures that the workplace remains clean and tidy.
• Maintains hotel standards for hygiene and physical appearance.
• Maintains general cleanliness and order within the department.
• Adheres to all fire and safety regulations.
• Ensures respect of the hotel's commitments to the ""Environment Charter"" (energy saving, recycling and sorting waste etc)."

Reporting line
Reports to the General Manager

Education / Professional experience
• Diploma in Business or Secretarial Study
• 3 years of secretarial experience, or an equivalent combination of education and experience.

Skills / Qualities
Pullman: a new service attitude centred on proximity, sociability and sharing experience. Ensure all staff embody the same mindset by developing each individual's sense of curiosity, open-mindedness, interpersonal skills and sense of initiative.

• Requires good communication skills, both verbal and written.
• Requires good planning skills.
• Requires good organising skills.
• Most tasks are performed in a team environment with the employee acting as a team leader. There is minimal direct supervision.
• Must have customer relation skills.
• Extensive knowledge of the hotel, its services, and facilities.
• Proficient in the use of Microsoft Office
• Ability to type 45 WPM
• Previous experience in a multi-cultural environment is essential.

- Attractive salary
- Social insurance, health insurance, unemployment insurance according to Labor Laws
- Professional, dynamic working environment

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