Secretary

The Fullerton Hotel Singapore; Singapore; On-site; SGD 39,000 - 58,000; Full time

Job summary

The Fullerton Bay Hotel Singapore is seeking a capable Secretariat professional to support the Hotel Manager, maintaining accurate records of meetings, appointments, and conferences, and preparing confidential correspondence and complex reports.

You will collate meeting papers, coordinate venues and travel itineraries, handle communications, and ensure timely responses to guest feedback while upholding high standards of professionalism and discretion.

Qualifications

• Completion of Polytechnic Diploma or a Degree; or at least four years of progressively responsible secretarial experience.
• Proficient with MS Word, Excel, PowerPoint and Access.
• Strong filing systems and document management skills.
• Experience coordinating the work of others and handling confidential information.

Responsibilities

• Manage secretarial work for Hotel Manager and maintain meeting records.
• Collate papers, coordinate venues and arrange travel itineraries.
• Prepare agendas, take minutes and verify slide/content accuracy.
• Draft confidential correspondence and complex reports.
• Handle all mail, packages and incoming/outgoing communications.
• Procure office supplies and manage archiving and renewals.
• Screen calls and facilitate communication between senior management and departments.
• Provide hospitality to guests and respond to feedback promptly.
• Plan Manager-on-Duty roster and follow up on reports.

Skills

Discretion & judgement

Interpersonal skills

Time management

Organisational skills

Telephone communications

Attention to detail

Problem solving

Professionalism

Education

Polytechnic Diploma or Degree

4+ years secretarial experience

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.