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Job description for Executive Secretary at Grande Valore Hotel & Serviced-Apartment
- High school diploma or equivalent; bachelor's degree in business administration or a related field is a plus.
- Proven experience as an executive secretary or similar administrative role.
- Proficiency in office software and technology, including Microsoft Office Suite, VHP Hotel Program.
- Excellent communication and interpersonal skills.
- Strong organizational and time management abilities.
- Attention to detail and a high level of accuracy.
- Discretion and the ability to maintain confidentiality.
- Adaptability and the ability to work under pressure.
- Knowledge of office equipment and procedures.
- Able to speak using English and Japanese (will be tested upon interview)
- Having experience as a front office agent or FB Waitress is a plus
- Previous experience supporting senior level executives (General Manager, Executive Assistant Manager, Operations Manager).
- Knowledge of hospitality industry-specific terminology and practices.
- Certification in administrative or secretarial studies.
- Calendar Management: Coordinate and manage the executive's schedule, including scheduling meetings, appointments, and travel arrangements.
- Communication: Handle all incoming and outgoing communications on behalf of the executive, including emails, phone calls, and written correspondence.
- Documentation: Prepare, edit, and proofread reports, memos, letters, and other documents. Maintain accurate records and filing systems.
- Meeting Coordination: Arrange and coordinate meetings, conferences, and events. Prepare agendas, take minutes, and distribute meeting materials.
- Travel Arrangements: Make travel arrangements, including booking flights, accommodations, and transportation. Ensure all travel plans align with the executive's schedule and preferences.
- Office Management: Oversee the organization and maintenance of the executive's office, including ordering supplies and managing administrative tasks.
- Confidentiality: Maintain strict confidentiality of sensitive information and handle confidential matters with discretion.
- Information Flow: Facilitate communication between the executive and various departments or individuals within the organization.
- Follow-up: Ensure that action items and tasks assigned to the executive are completed in a timely manner. Track progress and deadlines.
- Support: Provide general administrative support, including screening calls, managing emails, and handling routine inquiries.