Secretary

• 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.