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Secretary to General Manager

  • Maldives, Asia
  • Unspecified

Job Description
  • Set up filing system and update index of files and form regularly also label all online files and folders alphabetically.
  • Coordinate and monitor all appointments, meetings, and trainings to ensure that schedules are logged, traced and remind all concerns.
  • Prepare appropriate files, folder, information, and relevant documents for each meeting.
  • Update files and discard old file in the Archive store in order of topic, dates and years.
  • Take minutes, check correctness and presentation before distributing and filing according to the supervisor’s discretion.
  • Handling the incoming calls and information, obtaining all relevant information and passing on to appropriate personnel.
  • Ensure meeting minutes be dispatched/out within 24 hours.
  • Keep records of travel expenses and update travel schedule.
  • Keep records of any additional expenses that will be charged to company.
  • Dispatch the mailings with appropriate contents, letters, envelopes, etc.
  • Ensure that monthly critique and month end reports are finished on a timely basis.
  • Organize Team Member meeting, daily briefing, and other related meetings and training as assigned by direct supervisor according to the company LSOP.
  • Update information and data relevant to the department at all times.
  • Work and coordinate with other departments to ensure that the responsible job of the department meets target and goals.
  • Responsible for departmental roster and paid time off in HR system and Purchasing system.

Qualifications
  • A minimum of 3-5 years' experience in executive secretary or admin role ideally in hospitality or similar environment.
  • Excellent time management skills and ability to multi-task and prioritize work.
  • Effective and professional communication abilities.
  • Professional writing capabilities, including being able to communicate with employees, vendors, and clients or guests.
  • Great customer service and interpersonal skills.
  • Strong organizational and planning skills
  • Proficiency in MS Office.
  • Construction and Project Management background would be an advantage
  • Experience of purchasing systems such as Oracle would be an advantage
  • Proficient English communication

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