Personal Assistant to General Manager

Job Description

GENERAL MISSION

• To ensure the efficient administration of the Executive Office.
• To assist directly the General Manager in his responsibilities.

RESPONSIBILITIES AND MEANS

• Ensures that the day to day administrative needs are fulfilled.
• Be responsible for rendering secretarial and clerical services for the General Manager.
• Keeps all information confidential.

TECHNICAL RESPONSIBILITIES

• Inputs in the computer specific data when requested.
• Handles telephone incoming/outgoing calls.
• Arranges appointments for, and reminds of appointments and meetings.
• Keep files in good order.
• Handle different kind of bookings for owning companies
• Be in charge of expatriate contract follow-up including IMS, renewal, local language translation.
• Duty arrangements for department heads.
• Operation smile donnation register.
• Maintain proper communication including follow up with owning company, shareholders and Accor office.
• Assisting AAPC office’s employees for entry visa to Vietnam.
• Coordinate & arranging airline tickets & accomodation, visa for GM and department heads trips.
• Be responsible for the good order/cleanliness of own work area and equipment.
• Monitors the casual staff requisitions of departments.
• Follows up with approval of casual staff orders submitted by department heads and sends these orders to the supplier in most proper ways.
• Coordinates with the supplier in effective manner to make sure all casual staff fully attends the operations in terms of working schedule, quantity as required in the casual staff orders.
• Ensures casual staff strictly follows grooming standards, working regulations and hotel rules.
• Handles complaints and proposes solutions for problems concerning to employment of casual staff in daily operations.
• Ensures the accuracy of casual staff attendance record. Prepares monthly payment report and other reports as required by hotel management.

COMMERCIAL RESPONSIBILITIES

• Handles suppliers when requested.

ADMINISTRATIVE RESPONSIBILITIES

• Records and transcribes minutes of meetings.
• Drafts routine or simple correspondence as assigned.
• Typing correspondence, memorandums, circulars, reports etc
• Opens/dispatches mail relative to the division.
• Maintains office supplies.
• Performs special duties in relation with the division when requested.

HUMAN RESOURCE RESPONSIBILITIES

• Handles human relation duties for employees.
• Sees that employee’s complaints, needs are passed on to the General Manager.
• Conducts oriented training programs of Accor Group for employees in a regular basis.

REPLACEMENT AND TEMPORARY MISSION

• Performs other related duties and special projects as directed by the General Manager.

Qualifications

Essential Qualifications

1. Education:

   • A bachelor's degree in hospitality management, business administration, or a related field (optional but advantageous).
   • Relevant certifications in office management or secretarial courses are a plus.

2. Experience:

   • Previous experience in a PA, Executive Assistant, or similar role.
   • Familiarity with the hospitality industry is highly desirable.

3. Technical Skills:

   • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and hotel management software.
   • Excellent typing speed and document preparation skills.
   • Familiarity with scheduling tools and communication platforms.

Responsibilities to Prepare For

• Managing the GM’s calendar, arranging meetings, and coordinating travel plans.
• Acting as a liaison between the GM and hotel departments or external contacts.
• Preparing reports, presentations, and correspondence on behalf of the GM.
• Taking notes during meetings and ensuring follow-up on action points.
• Assisting with guest relations and handling VIP or special requests.
• Keeping the GM informed about hotel performance, guest feedback, and other key updates.

Languages

• Fluency in English is essential.
• Additional language skills, particularly those relevant to the hotel's location or clientele, are a significant advantage.

Additional Information

2 years related experience, including supervisory experience, or an equivalent combination of education and experience