Job Summary
- The Personal Assistant to the General Manager is responsible for providing comprehensive administrative, organizational, and operational support to the General Manager in a hotel environment.
- The role ensures efficient coordination of executive activities, smooth communication across departments, and timely follow-up on operational matters to maintain high service standards and guest satisfaction.
Key Duties & Responsibilities
Administrative Support:
- Manage and coordinate the General Manager’s calendar, appointments, and daily schedule.
- Screen calls, emails, and visitors, ensuring proper prioritization.
- Draft, review, and send official correspondence, memos, and reports.
- Maintain accurate filing systems (electronic and hard copy).
Operational Coordination:
- Liaise with all departments (Front Office, Housekeeping, Food & Beverage, Maintenance, Security) on behalf of the General Manager.
- Follow up on daily operational issues and ensure prompt resolution.
- Track departmental reports and escalate key issues to the General Manager.
- Assist in implementing management decisions and policies.
Meetings & Reporting:
- Prepare meeting agendas, documents, and presentations.
- Take minutes during management meetings and circulate them promptly.
- Follow up on action points and deadlines.
- Compile daily, weekly, and monthly hotel performance reports.
Guest Relations & Service Support:
- Handle sensitive guest complaints or VIP requests escalated to the General Manager.
- Ensure proper follow-up and resolution of guest concerns.
- Assist in coordinating VIP arrivals, stays, and special arrangements.
HR & Administrative Assistance:
- Support recruitment processes (scheduling interviews, documentation).
- Assist in staff communication and internal memos.
- Maintain confidentiality of staff and management records.
Logistics & Coordination:
- Arrange travel, accommodation, and official engagements for the General Manager.
- Coordinate inspections, audits, and management visits.
- Ensure readiness for internal and external meetings.
Requirements & Qualifications
- Minimum of HND / BSc Degree in Hospitality Management, Business Administration, or related field.
- 2–4 years of experience in hospitality or administrative roles.
- Prior experience as a Personal Assistant or Executive Assistant is an advantage.
- Good understanding of hotel operations and service standards.
Working Conditions:
- Fast-paced hospitality environment.
- May require long or flexible working hours, including weekends and holidays.
- Frequent interaction with guests, staff, and management.
Personal Attributes:
- Well-groomed and professional appearance.
- Proactive and result-oriented.
- Ability to remain calm under pressure.
- Strong sense of responsibility and accountability.
Skills & Competencies:
- Strong organizational and multitasking skills.
- Excellent written and verbal communication.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint).
- Attention to detail and problem-solving ability.
- Ability to work under pressure and meet deadlines.
- Strong interpersonal and coordination skills.
- High level of professionalism, discretion, and confidentiality.