Personal Assistant / Secretary

Education: Tertiary education background with emphasis on Secretarial skills / F&B.

Certification: Hospitality and / or Secretarial Certificate.

Experience: Minimum 5 years working in F&B / Hospitality Secretarial field preferred.

PRIMARY RESPONSIBILITIES

Arranges and sends invites for all appointments for the Directors.

  Delegates normal instructions & meetings and meets visitors who come to the department.

  Handles all kinds of typing and or document preparation; letters, memorandums, forecast reports, meeting minutes, etc.

 Ensures the tidiness & cleanliness in the office.

To be responsible for monitoring and controlling the consumption of operating supplies in the food and beverage office. ? To be responsible for maintaining all business machines like computers, type writers, etc., in good working condition within the NEXT Hospitality office.

 Handles all in-coming telephone calls in the office to the company standard.

  Distributes all necessary letters or memorandums to concerned departments, persons or as assigned by Directors.

  Prepares all necessary documents for F&B Unit reports.

To be capable of taking minutes of meetings accurately and ensures prompt distribution.

Conducts daily briefing and de-briefing for specific functions assigned.

 Communicates effectively with guests, colleagues and Client.

Attends F&B Meetings, and all other training sessions and meeting required for the position.

 Knows and understands general food and beverage policies and procedures in service of food and beverage.

  Assesses priorities of work to assist Directors in general organization.

 Manages the appointment book of the Directors to ensure appointments are scheduled properly.

 Reminds the Directors regarding meeting schedules and appointments.

 Recognizes good quality products and presentation.

 To be capable of receiving and handling bookings and special arrangements.

To be capable of operating all the operating equipment and audio visual equipment.

Coordinates in a professional manner with all people concerns to make sure that all work assigned are executive effectively.

Prepares daily revenue report of all outlets for Directors

 Follows-up and traces all the reports due to the Directors. 

 Files appropriately all outgoing and incoming correspondence and documents of the Directors

To be capable of acting on documents received in the office.

Knows and understands the standard files that are to be kept in the office.

Receives guests and visitors in the food & beverage office courteously and warmly.

Coordinates and follows up with the food and beverage unit heads in the timely sbmission of all tasks or projects that are due to the Directors ensuring the constant follow up and timely submission.

Performs other duties as assigned by Directors.

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