Secretary

• Manages secretarial work for Hotel Manager – The Fullerton Bay Hotel Singapore. This include an update and keeping an accurate records of meetings, appointments, and conferences.
• Collate meeting papers and slides, coordinate venues and arrange travel itineraries for Hotel Manager.
• Secretariat function for meetings includes compiling agendas, meeting minute taking, check accuracy of presentation and meeting materials.
• Compose and prepare confidential correspondence, reports, and other complex documents.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.).
• Handle general office equipment, procurement of office supplies (Copier paper, business cards, and stationery), archive and scanning of documents and renewal of membership subscriptions.
• Receive and screen phone calls, determining the priorities and redirect them when appropriate.
• Facilitate communications between Senior Management and Internal Departments.
• Act as a point of contact for enquiries and queries within the Executive Office.
• Provide hospitality to all guests and help to create a welcoming environment.
• Compile and response to guest feedback in a timely manner.
• Audit agreement and contracts, website contents for accuracy of information.
• Effective planning and scheduling of Manager-on-Duty’s duty roster.
• Compile, follow up and follow through the findings in Manager on Duty Report.

QUALIFICATIONS

Completion of Polytechnic Diploma or a Degree; or at least four years of progressively responsible secretarial experience and/or a combination of education and experience that equates to four years of qualifying progressively responsible work experience.

Technical skills:

• Computer word processing and/or spreadsheet education/experience specifically with Microsoft Word, Excel, PowerPoint and Access software.
• Demonstrated skills in setting up and maintaining alpha, numerical and chronological filing systems.
• Experience coordinating the work of others is required.
• Demonstrated positive interpersonal skills.
• Demonstrated skills in telephone communications.
• Solid attention to detail and problem solving skills, an ability to prioritize, multi-task, and follow through.
• Good knowledge of rules of effective business English usage, spelling, punctuation, and grammar.
• Concise written and communication skills, with demonstrated ability to communicate effectively and project a positive image.
• Strong sense of urgency and ability to work in a flexible environment.
• Accepts direction and works as a team player with willingness to take the necessary initiative to get a job done.

SKILLS & ABILITIES

• Initiative, discretion and judgement of a high order with the ability to maintain confidentiality.
• Pleasant, tactful and approachable personality.
• Self-motivated, reliable and willing to work flexible hours.
• Strong time management and effective organisational skills, with the ability to think laterally, work under pressure and achieve work deadlines in an environment of competing priorities.
• Strong interpersonal communication and negotiation skills, including the ability to interact effectively with people of diverse cultures.
• Knowledge and broad understanding of office protocols in a corporate business work environment.
• Demonstrated high level computer literacy skills, word processing packages and various computer applications.