The Secretary to Hotel Manager provides confidential administrative, coordination, reporting, and communication support to ensure the Hotel Manager’s office operates efficiently and professionally.
Scope of Position：
Provide confidential business and administrative support to the Hotel Manager, including correspondence, meeting coordination, visitor screening, travel arrangements, expense administration, report preparation, and follow-up on assigned tasks.
The position reports directly to the Hotel Manager and communicates with the Hotel Manager on all administrative and coordination matters.
Duties and Supporting Responsibilities:
Principal administrative responsibilities
Secretarial and Administrative Work
Consolidate figures collected from monthly reports from various departments and prepare the Business Report
Prepare presentation materials and business reports
Prepare and distribute internal announcements, meeting notices, department communications, and presentation materials on behalf of the Hotel Manager
Track key submission deadlines for business reports, owner updates, departmental reports, audit follow-ups, and corporate requirements
Organize and maintain confidential correspondence, reports, approvals, and administrative records for the Hotel Manager’s office
Maintain adequate stock of office supplies to ensure efficient department operation
Handle and follow up on ad-hoc tasks in a timely manner
Maintain office tidiness
Assistance to the Hotel Manager
Set up travel arrangements by preparing business pre-approval forms, expense reports, and making reservations of air tickets and accommodation
Handle administrative matters such as reimbursement, annual medical check-ups, and dental check-ups for the Hotel Manager
Screen telephone calls and visitors
Maintain the Hotel Manager’s calendar for business and personal appointments
Remind the Hotel Manager of important dates, appointments, and event attire requirements
Prepare meeting minutes and agendas
Maintain an action log for meetings chaired or attended by the Hotel Manager, and follow up with relevant departments on deadlines and progress
Print reports and prepare meeting materials for the Hotel Manager
Support preparation for VIP guests, owners, corporate office visits, and senior leadership meetings by coordinating itineraries, briefing materials, meeting rooms, and follow-up notes
Review the personal and business contact list on a regular basis to ensure accuracy
Maintain and update the personal record of the Hotel Manager
Reply to e-mails and correspondence on behalf of the Hotel Manager during the Hotel Manager’s absence
Coordination
Set up and coordinate meetings with internal and external parties
Forward guest complaints and compliments to the relevant department managers, and prepare appropriate apology or thank-you correspondence when required
Support recruitment administration by handling applications and coordinating interviews
Communicate instructions or requests of the Hotel Manager to various individuals and/or departments to obtain or relay information
Provide administrative coordination for cross-departmental projects assigned by the Hotel Manager, including information collection, progress tracking, and document preparation
Maintain records of guest complaints, compliments, service recovery actions, and follow-up correspondence where required
Training and Development
Attend periodic training sessions as required to maintain professional knowledge and service standards.
Job Requirements:
Minimum 8 years of secretarial or administrative experience
University or equivalent professional hotel training is required
Secretarial training is preferred
Proficiency in Microsoft Office applications, especially Word, Excel & PowerPoint
High level of confidentiality, discretion, and professional judgment in handling sensitive information and communications.
Fluent in spoken and written English and Mandarin.
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