Secretary

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

• 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.