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Personal Assistant to General Manager

1 month ago

Bukit Mertajam, Malaysia Iconic Hotel Penang Full time

**1.0 Job Summary**

1.1 The Executive Secretary shall be responsible for providing complete secretarial support to the General Manager and shall also perform / handle all other duties as required by the General Manager.

1.2 She maintains confidentiality in all matters of such nature and ensures smooth work flow in the Executive Offices.

**2.0 Duties And Responsibilities**

2.1 Office Administration

Handles incoming mails/faxes. Distributes all daily incoming mails/faxes to respective Division/ Department Heads on the same day.

2.2 Ensures that the machines/equipment within vicinity of workplace are in good working condition.

a) Fax Machine - Contacts supplier when machine needs servicing/repair.

b) Shredder - Clears shredder papers daily

c) Laser Printer - Refills toner whenever necessary.

2.3 Welcome/Welcome Back Cards

Prepares welcome cards for all corporate guests.

2.4 Stationeries

Raises Store/Purchase Requisition for office supplies.

2.5 General Manager’s Car

Handles matters related to the company’s car as in repairs and servicing as and when required.

2.6 Telephone Calls

a) Places, accepts and screens telephone calls as appropriate.

b) Takes complete and clear messages for the Hotel Manager.

2.7 Board Room (Meeting Room).

Monitors and records blocking of Board Room for meetings.

2.1 Travel Arrangements

Arranges for and purchases air tickets for travel by the General Manager and Department Heads.

**3.0 Secretarial Duties**

3.1 Takes dictation and types out dictated matters as and when required by the General Manager.

3.2 Records minutes of meetings as and when required by the General Manager.

3.3 Collates and binds reports.

3.4 Drafts and types replies to Guests’ compliments/complaints and Guest Questionnaires.
**4.0 Management Support**

4.1 Coordinates meeting schedules and appointments.

4.2 Updating of Department Heads’ personal files and leave records.

4.3 Prepares weekend and monthly Executives on Duty schedules.

4.4 Follows up and maintains latest updates on outstanding tasks of Department Heads issued by the General Manager.

**5.0 Other Assignments**

5.1 To carry out any other duties assigned by the Management from time to time.

**Salary**: RM3,000.00 - RM3,500.00 per month

**Benefits**:

- Additional leave
- Cell phone reimbursement
- Free parking
- Health insurance
- Maternity leave
- Meal provided
- Professional development

Schedule:

- Monday to Friday

Supplemental pay types:

- Commission pay
- Yearly bonus

**Education**:

- Diploma/Advanced Diploma (preferred)

**Experience**:

- Personal Assistant: 2 years (preferred)

**Language**:

- Mandarin (preferred)

Ability to Relocate:

- Bukit Mertajam: Relocate before starting work (preferred)

Willingness to travel:

- 25% (preferred)

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