Executive Assistant to Hotel General Manager

1 week ago

Cape Town, South Africa Marriott Worldwide Full time

**Job Number** 22188276

**Job Category** Administrative

**Location** The Westin Cape Town, Convention Square, Cape Town, South Africa, South Africa VIEW ON MAP

**Schedule** Full-Time

**Located Remotely?** N

**Relocation?** N

**Position Type** Non-Management

**Function**

Reporting to the General Manager. The successful incumbent will be responsible to support the General Manager and provide an administrative support to the Director of Operations as and when required as well as assist the executive team if and when required. The successful incumbent will exercise a high degree of professionalism and confidence to engage with above property senior leaders whilst maintaining the quality and standards of the Westin Cape Town Hotel in accordance with Marriott International Policies and Procedures within a pressurized environment.

**Required Experience & Qualifications**
- Relevant Business Administration and/or equivalent secretarial qualification
- Hospitality qualification preferable
- Minimum of 3 years’ experience in a similar position within a hospitality environment
- Proficient in Executive Secretarial support and responsibilities.
- Discrete, trustworthy and able to handle business information with confidence and confidentially.
- Professional Disposition
- Well versed in the English language, both verbal and written
- Strong administration, effective planning and organizing and project co-ordination skills
- Excellent communication and interpersonal skills.
- Maintain a neat and well-groomed appearance at all times
- Ability to work within a pressurized environment
- Ability to use Initiative and be proactive and self-driven
- Ability to work without supervision and within a team
- Attention to detail pertaining to area of responsibility

**Key Responsibilities**

**CORE WORK ACTIVITIES**

**Working with Others**
- Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
- Support all co-workers and treat them with dignity and respect.
- Develop and maintain positive and productive working relationships with other employees and departments.
- Partner with and assist others to promote an environment of teamwork and achieve common goals.

**Policies and Procedures**
- Maintain confidentiality of proprietary materials and information.
- Protect the privacy and security of guests and coworkers.
- Provide a support to the General Manager and as required to the Director of Operations
- Follow company and department policies and procedures.
- Ensure uniform, nametags, and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.

**Guest Relations**
- Address guests' service needs in a professional, positive, and timely manner.
- Actively listen and respond positively to guest questions, concerns, and requests using brand or property specific process to resolve issues, delight, and build trust.
- Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible.
- Anticipate guests' service needs, including asking questions of guests to better understand their needs and watching/listening to guest preferences and acting on them whenever possible.

**Communication**
- Answer telephones using appropriate etiquette including answering the phone within 3 rings, answering with a smile in one's voice, using the callers' name, transferring calls to appropriate person/department, requesting permission before placing the caller on hold, taking and relaying messages, and allowing the caller to end the call.
- Speak to guests and co-workers using clear, appropriate and professional language.
- Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.

**General Administration**
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Take and distribute meeting minutes to appropriate individuals.
- Handle incoming and outgoing mail
- Composes all types of correspondence, documents, letters or presentations on behalf of the General Manager to be shared and utilized as required by the senior level executives of the company; may also be directed toward hotel owners or external organizations.
- Overseeing and managing the travel arrangements and travel itineraries for the General Manager and executive team
- Proactively maintain files for General Manager and department common files
- Arranges or performs administrative functions for small to large-scale meetings or conferences on behalf of the General Manager and will be responsible for managing all administrative aspects for meetings and conferences.
- Drive special projects inclusive but not limited to Charity Functions, campaigns, presentations, monthly reports, budget schedules, accumulating data / information from team/department, wh

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