Executive Secretary & Meetings Coordinator

THE FULLERTON HOTEL; Singapore; On-site; SGD 47,000 - 76,000; Full time

Job summary

The Fullerton Bay Hotel Singapore seeks an experienced executive secretary to support the Hotel Manager. You will manage secretarial duties, maintain accurate records of meetings, appointments, and conferences, and prepare confidential documents.

Responsibilities include collating papers, coordinating venues, arranging travel, handling correspondence, and supporting the executive office with scheduling and a strong sense of urgency in a fast-paced hospitality environment.

Qualifications

• Completion of Polytechnic Diploma or a Degree; or at least four years of progressively responsible secretarial experience.

Responsibilities

• Manage secretarial work for Hotel Manager and maintain 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 including agendas, minutes and materials.
• Prepare confidential correspondence, reports and other complex documents.
• Handle and prioritize all correspondence (email, letters, packages).
• Procure office supplies and manage archives, scanning, and subscriptions.
• Receive and screen calls and route priorities appropriately.
• Facilitate communications between Senior Management and Internal Departments.
• Act as contact point for inquiries within the Executive Office.
• Provide hospitality to guests and support a welcoming environment.
• Compile and respond to guest feedback promptly.
• Audit agreements and website contents for accuracy.
• Plan and schedule Manager-on-Duty rosters and follow up on the Manager on Duty reports.

Skills

Discretion

Interpersonal skills

Time management

Organisational skills

Communication skills

Confidentiality

Telephone communications

Education

Polytechnic Diploma or Degree

Tools

Microsoft Office

Job description

The Fullerton Bay Hotel Singapore seeks an experienced executive secretary to support the Hotel Manager. You will manage secretarial duties, maintain accurate records of meetings, appointments, and conferences, and prepare confidential documents.

Responsibilities include collating papers, coordinating venues, arranging travel, handling correspondence, and supporting the executive office with scheduling and a strong sense of urgency in a fast-paced hospitality environment.