Patina Maldives, Fari Islands

Job Title: Executive Assistant to General Manager

Department: Executive Office

Reports to: General Manager

Position Level: Assistant Manager (AM)

Position Overview

The Executive Assistant to General Manager is responsible to assist the General Manager in a wide variety of tasks to enable the General Manager to increase his capacity and effectiveness in the overall leadership responsibilities.

The Role

  • Be an exemplary role model in inspiring colleagues through strong demonstration of the Patina Culture and Service Philosophy.
  • Responsible for the daily administrative duties of the Executive Office which includes but not limited to; assisting to colleagues or external parties' requests via emails and telephone calls, and assisting the General Manager and management team (Guidance Team) with meeting appointments, booking of hotels and flights for business / official trips.
  • Become and remain informed of all aspects of the General Manager's role so as to be able to be pro-active in offering assistance, increase efficiency and remind the General Manager of duties and appointments when necessary.
  • Maintains highest confidentiality of all information received or channelled through the General Manager's office.
  • Compile correspondence and present in an easily digestible format and deliver regular updates to the General Manager while he is traveling on business trips or is away from the island.
  • Screen telephone calls, enquiries and requests. If they do not warrant the General Manager's direct attention, to handle them personally.
  • Establish office systems to deal efficiently with paper flow, and the organization and storage of paperwork, documents and computer-based information.
  • Prepare and distribute meeting minutes.
  • Prepare and review written documents (e.g., daily logs, business letters, memoranda, reports), including proofreading and editing written information to ensure accuracy and completeness.
  • Follow up on progress and ensure completion of tasks delegated to Department Heads.
  • Complete Expenses Claims and collect reimbursement for the General Manager.
  • Carry out personal errands for the General Manager and his family, when necessary and required.
  • Performs any additional duties and/or special projects, as requested by the General Manager.
  • Develop good product knowledge and promote the resort and sister resorts, whenever the opportunity arises.
  • Maintains a high standard of professionalism, diplomacy and personal appearance, where the image or reputation of the resort is represented.
  • Be fully aware of and maintain strict compliance to all the policies and procedure and standard operating procedure of the resort, and also work place safety and security procedures set by the resort.
  • Maintain a sense of urgency with whatever task is required and work as a team with other departments.
  • Create and maintain proper filing systems for all documentation for the executive office. Ensure strict confidentiality and security of property records, files, and information.
  • Always put the needs of guest first. Actively listen to and consider the concerns of other colleagues, responding appropriately and effectively. Handle sensitive issues with colleagues and/or guests with tact, respect, diplomacy, and confidentiality. Report any colleague disciplinary issue to higher management.
  • Foster positive working environment for all colleagues by performing periodical check-in with colleagues to ensure satisfaction, maintain strong working relationship with one another.
  • Report work related accidents, or other injuries immediately upon occurrence to manager/supervisor.
  • Protect the privacy and security of guests and colleagues. Maintain confidentiality of proprietary materials and information.
  • Handle and report any service 'glitches' and report it under the appropriate system, resolve the issue and ensure that corrective actions and service recovery follow ups are action upon in a timely manner.
  • Report any issues or damages to the relevant department to ensure defect-free facilities and service amenities within the resort.
  • Ensures that working area is kept organised and clean at all times.
  • Order and track executive office supplies and forms to ensure sufficient supplies for optimal operation of daily work.
  • Adhere to the resort's grooming standards, safety and hygiene procedures at all times.
  • Actively participate in all colleague engagement activities.
  • Perform other duties or responsibilities that are reasonable as assigned by your immediate supervisor or manager.

Talent Profile Qualifications:

  • Diploma or Bachelor's degree preferably in Office Administration or equivalent.

Work Experience:

  • Minimum two (2) years in a similar role in luxury resort / hotel.

Skills Set:

  • Excellent written and verbal communication skills with strong interpersonal skills.
  • Good organizational skills, ability to meet deadlines and handle multiple tasks.
  • High degree of integrity
  • Acute attention to details.
  • Positive "can do" attitude and flexible approach
  • Personable and pleasant to deal with.
  • Discreet, reliable, diplomatic.
  • Ability to multitask, meet deadlines and produce quality output under pressure.
  • Self-motivated and independent.
  • Must be able to keep information strictly confidential.
  • Practical knowledge of MS Office, OPERA, etc.
Patina Maldives, Fari Islands
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