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Executive Secretary

  • Maldives, Asia
  • $10,800 per annum service charge

The Secretary performs secretarial support work of a complex nature for the Resort Manager / Dir. Of Operations. Among major duties are taking and transcribing minutes of Executive meetings, including after-hours meetings; typing letters, memoranda, reports, etc., from dictated, handwritten, and other sources; and assisting in preparing agenda and related material for key management meetings.
The Secretary supervises and coordinates work of other secretaries and performs other related duties as required and assigned by the Resort Manager / Dir. Of Operations


Quality:
? To be fully familiar with ‘Sun Siyam Iru Fushi Maldives’, Brand Standards and the Quality Assurance Audit and to follow these standards of service as they apply to the Executive Department.
? Follows ‘Sun Siyam Iru Fushi Maldives’, Service Delivery Standards operating standards at any time, in Executive Office.
? To have a complete understanding of ‘Sun Siyam Iru Fushi Maldives’, Employee Handbook and to adhere to the rules and regulations of the Resort.
? To have a complete understanding and adhere to the Resort Policy relating to fire, evacuation, hygiene, safety and security as well as attendance policies and procedures.
? Need to provide courteous and professional service at all times.
? Prepares correspondence, reports, and materials for publications and presentations.
? Set-up Resort Manager’s / Dir. Of Operations travel arrangements.
? Setup accommodation and entertainment arrangements for company visitors.
? Maintain Resort Manager’s / Dir. Of Operations calendar.
? Prepare and maintain Resort Manager’s / Dir. Of Operations expense report.
? Setup and coordinate meetings and conferences.
? Create, transcribe, and distribute meeting agendas and minutes.
? Answer telephones and handle in appropriate manner.
? Meet and greet clients and visitors.
? Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
? Maintain hard copy and electronic filing system.
? Sign for UPS/Fed Ex/Airborne packages.
? Research, price, and purchase office furniture and supplies.
? Supervise support staff.
? Provide reminders about appointments.
? Monitor and follow up actions resulting from meetings.
? Manage incoming correspondence/documents, maintain tracking, system, and advise when signatures/actions are required, to ensure deadlines are met.
? Arrange appropriate stationery, printing and other office supplies and other support materials.
? File reports and other documents retained locally for future reference.
? Provide other support services to assist in the smooth operation of the Executive Office.
? Prioritize and manage matters that are critical, confidential and/or sensitive in an appropriate and timely manner.
? Inform and advise on any known issues affecting the running of the Executive Office.

Guest
? To maintain a high guest service focus through a “Can Do” & flexible attitude.
? Ensure that team member satisfaction is at the highest possible level through in accordance of Resort Standard.
? Cultivates team member relation and rapport.
? Monitors team member satisfaction at least once per day, ensures a call is made to team member with request to follow up tasks are completed and team member is satisfied.
? Always keep track of feedback from team member.
? If there is any comments, inquiries or complaints from team member please report immediately to Resort Manager or Dir. Of Operations.
? Always aim to provide team member with an enjoyable and memorable experience

People
? To fully embrace our Sun Siyam Iru Fushi Culture for oneself, team, peers, and colleagues.
? To keep courteous, professional relationships with suppliers, colleagues from competition, and from other sister properties.
? To promote Team Member motivation.
? To attend and actively participate in training sessions and monthly communication meetings
? To ensure punctuality, excellent grooming and hygiene at all times.
? To undertake any other tasks as requested by our team member, supervisor or Management of the resort.

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