Executive Assistant

CoordinationHODsprerequisitesof

SCOPE OF ROLE

As the Executive Assistant your independent reporting for this particular role will be to the CEO of the unit. You will thereby be responsible for providing senior level management, administration and clerical services to the CEO.

MAIN ACTIVITIES AS THE EXECUTIVE ASSISTANT:

• Assist the CEO as requested and directed.
• Direct communication with the guests when required.
• Receive telephone messages and fax messages.
• Maintain the general filing system and file all correspondence for CEO’s office.
• Assist in the planning and preparation of meetings, conferences and conference telephone calls.
• Maintain an adequate inventory of office supplies.
• Respond to relevant inquiries and communicate to Head of Departments on behalf of the CEO.
• Provide word-processing and computer support.
• Type confidential documents on the relevant mode of communications
• Provide administrative services for the Chief Executive Officer.
• Providing legal, financial and/or strategic advice during and outside of meetings.
• Keeping up to date with any regulatory or statutory changes and policies that might affect the organization.
• Maintain High Confidentiality & Professionalism in approach.

KNOWLEDGE, SKILLS AND ABILITIES
(The knowledge, skills and attitudes required for satisfactory job performance).

KNOWLEDGE

The incumbent must have proficient knowledge in the following areas:

• Knowledge of Competitor Hotels
• Marketing Strategies
• Office administration
• Computer skills
• Innovative
• An understanding of relevant legislation, policies and procedures
• An understanding of the work culture and political environment

SKILLS

The incumbent must demonstrate the following skills:

• Team building
• Commercial awareness
• Bookkeeping skills
• Analytical and problem solving
• Decision making skills
• Effective verbal and listening
• Communications skills
• Computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs at a highly proficient level
• Optimum stress management skills
• High time management skills
  

PERSONAL ATTRIBUTES

The incumbent must maintain strict confidentiality in performing the primary duties of the Executive Assistant.
The incumbent must also demonstrate the following personal attributes:

• be honest and trustworthy
• be respectful
• possess cultural awareness and sensitivity
• be flexible during working hours
• demonstrate sound work ethics
• meticulous attention to detail

PEOPLE MANAGEMENT

• To follow the added core Values religiously and make sure all Employees are aligned to follow the same.
• “Walk the Talk” Leadership trait needs to be followed.

OTHER RELEVANT ATTRIBUTES

• To assist the CEO with the pre-requisites for the smooth reviewing offor department plans.
• Assists, organizes, and facilitates the review meetings for the CEO and prepares the ‘Minutes of the Meeting’ accordingly.
• Assist the CEO with the necessary pre-requisites for the preparation for monthly forecasts for balance of the year including Marketing Plan, P&L, Cash flow.
• Co-ordination with the respective HOD'ss & General Manager’s that will help the CEO for the proper reviewing of individual Clarks forecasts.
• Arranging the necessary mis-en-place in terms of necessary reports that will aid the CEO for his smooth workflow.
• Ensures the productivity program contributes to the long term success of the Company.
• Help and assist the CEO in online marketing and website related issues.