APANY

 

 

 VICEROY Hotels Resorts Residences is seeking a talented .Executive Assistant

 

JOB DESCRIPTION

Job Title:                : Executive Assistant

Reports To:            : General Manager

Department:            : Executive Office

 

JOB SUMMARY:

Primary responsibilities include but are not limited to carrying out the administrative support activities of the executive

office - managing the executive office by coordinating work flow, equipment maintenance, filing, internal & external

communications.  Promotes a positive and professional image to all internal and external customers and suppliers as

first point of contact to the executive office and maintains confidentiality of all information related to Viceroy Anguilla,

The Kor Group and any affiliated companies to include, but not exclusive to, financial, employee and legal contract information.

 

 

JOB RESPONSIBILITIES:

           

Essential Responsibilities

• Meet and greet all visitors to the Viceroy Anguilla Offices in a warm and courteous manner offering refreshments - following the resort’s          communication & service standard.

• Answer general questions relating to the property and assists in problem solving.

• Ensure knowledge of the products & services available at Viceroy Anguilla is always current and be able to speak confidently about them.

• Ensure general knowledge of Anguilla e.g. key members of Government, tourism and hotel associations, island services etc. is always up                          to date.

• Oversee the smooth running of the office in regards to ensuring adequate stock and supplies are maintained and equipment is operational.

• Report all defective equipment to the appropriate department and co-ordinate the repair/replacement of the operational equipment.

• Order and purchase office supplies and stationery in line with the Company internal requisition and purchasing procedures.

• Maintain a comprehensive, up-to-date and easy to use filing system.

• Ensure the setting up meeting requirements such as arranging refreshments, lunches, tea/coffee, Audio Visual requirements, room set-up.

• Assist with making all travel arrangements (flights and transfers etc) for Executive Committee members.

• Book appointments on request.

• Scribing minutes of meetings; morning briefings, ops meetings, head of department meetings etc.

• Take accurate messages and communicate them in a timely manner to the appropriate member of the Executive Committee.

• Create, maintain and administer all reports as directed and needed by the Executive Committee.

• Using computer software programmes – produce posters, certificates, cards and other communication support material.

• Assist in the planning, organisation and execution of assigned projects and tasks.

• Participate and coordinate company sponsored colleague events and community relation projects

• Assist in maintaining effective and timely colleague communication channels in the property such as newsletters, intra-, & internet etc, information from Kor group and the property Executive Committee.

• Maintain strict confidentiality of personnel and company information at all times both on and off the job.

• Liaise with the Human Resources Department in ensuring Executive Committee members’ information/documentation held on file is current and accurate e.g. performance evaluation documentation, leave requests etc.

• Attend and participate in the assigned Company meetings as is necessary.

• Adhere to all hotel policies and procedures.

• Demonstrate interest in enhancing own personal and professional development.

 

KNOWLEDGE, SKILLS, AND COMPETENCIES:

 

Education/Experience:

• High School Diploma or equivalent required

• Minimum of 3 years administrative experience

• Hotel experience would be an asset

 

Technical Skills:

• Highly competent in the use various computer applications (internet, MS Outlook, Word, Excel, Publisher & PowerPoint)

 

Functional Skills:

• Computer and manual inputting

• Filing

 

Interpersonal Skills:

 

• Must reflect a positive attitude at all times

• Team player

• Ability to communicate at all levels – excellent listening, verbal & written communication skills

• Attention to detail

• Relationship builder; networker

• Strong planning, organisation and execution skills

• Creativity & problem solving skills

• Leadership potential - desirable

 

Other:

 

• Carry out all reasonable requests by management