Executive Secretary To Hotel General Manager – Job Descriptions
Secretary to the Hotel General Manager | Executive Secretary
As the Secretary to the Hotel General Manager or Executive Secretary, your role is pivotal in ensuring the smooth operation of the hotel. You will be responsible for a wide range of tasks, including managing the general manager’s calendar, making travel arrangements, and handling all correspondence on their behalf.
In addition, you will often be the first point of contact for visitors and guests, responsible for creating a warm and welcoming atmosphere. This role manages critical files, documents, and other records, while also carrying out essential office tasks such as answering telephone calls, responding to emails, and maintaining office supplies.
To excel in this position, you must have outstanding communication and organizational skills, with the ability to multitask and prioritize effectively. Proficiency in computer software like Microsoft Office and experience in managing travel schedules are essential. You will play a key part in ensuring the hotel runs efficiently and that guests receive the highest level of service.
Duties and Responsibilities
The core responsibilities for this position are grouped into the following areas:
Executive Support
- Handle all secretarial duties for the General Manager’s office.
- Maintain the General Manager’s schedule and calendar, adjusting and confirming appointments.
- Arrange and coordinate meetings, conferences, and internal/external events.
- Take, type, and distribute minutes of meetings to all relevant parties.
- Gather and provide information to the General Manager as requested.
- Assist in preparing letters, memos, reports, and presentations using word processing, spreadsheet, or database software.
Communication & Correspondence
- Handle and distribute all incoming and outgoing mail, parcels, and other materials.
- Reply promptly to all correspondence, including letters and emails, often on behalf of the GM.
- Find and attach relevant files for incoming correspondence that requires a reply.
- Communicate verbally and in writing to answer inquiries and provide information.
- Liaise with internal and external contacts.
- Monitor all social channels (e.g., TripAdvisor, Facebook, Instagram) and draft replies to guests on behalf of the GM, pending approval.
Administrative & Office Management
- Create and maintain an organized paper-based and digital filing system for notes, reports, and documents.
- Enter and retrieve information from computer databases to update records, files, and answer guest inquiries.
- Operate standard office equipment such as telephones, fax machines, photocopiers, and calculators.
- Implement and maintain office systems and set work procedures.
- Maintain a database of visitors and potential business contacts.
- Manage office space effectively and maintain office supplies.
Coordination & Compliance
- Coordinate with all Heads of Departments (HODs) for various meetings and monthly reports.
- Follow up with departments regarding daily complaints, night reports, requests, and other checks.
- Document and communicate all guest requests or complaints to the appropriate personnel.
- Coordinate the flow of information both internally and externally.
- Always adhere to personal grooming standards set by the hotel.
- Perform any other assignments or jobs as requested by management.
Prerequisites and Qualifications
Skills and Prerequisites
Candidates must have excellent knowledge of English (both spoken and written). The role requires a candidate who is well-organized, discreet, trustworthy, and able to handle business information with complete confidentiality. Proficiency in computer programs such as MS Word, Excel, PowerPoint, and Outlook is essential. Work experience with hotel software (e.g., Opera, Protel, Fidelio) is a significant advantage.
Education
A graduate degree in any discipline or an undergraduate degree in business administration or an equivalent certification is typically required.
Experience
A minimum of 3 to 5 years of experience in the same role, preferably in a high-volume hospitality environment.
Position Details
Title: Secretary to the Hotel General Manager | Executive Secretary
Reports to: General Manager
Sample Interview Questions
- Can you describe your experience as a secretary or executive assistant, especially in a hotel or hospitality setting? (Assesses relevant experience and familiarity with hotel-specific demands.)
- How do you prioritize and manage the general manager’s schedule, including coordinating meetings, appointments, and travel? (Evaluates organizational and time management skills.)
- Can you share an example of a time you successfully handled confidential information or a sensitive issue? (Assesses discretion and the ability to maintain confidentiality.)
- How do you handle incoming communication, including emails and phone calls, to ensure an efficient flow for the GM? (Assesses communication skills and responsiveness.)
- Have you assisted in preparing reports or presentations for executive review? How do you ensure accuracy? (Evaluates administrative skills and attention to detail.)
- How do you handle high-pressure situations, especially when managing multiple tasks simultaneously? (Assesses stress management and effectiveness in a fast-paced environment.)
- What software tools or systems have you used for calendar management, document preparation, and admin tasks? (Measures technical proficiency.)
- How do you foster a positive and professional image for the general manager’s office when interacting with guests, staff, and stakeholders? (Evaluates professionalism and interpersonal skills.)
Salary Information
Salaries for a Hotel General Manager’s Secretary can vary based on factors such as location, the size and prestige of the hotel, and the candidate’s experience. In January 2024, the average salary for an executive secretary or administrative assistant in the United States ranged from $45,000 to $65,000 per year.
It is important to note that this salary range can change. We advise examining current salary trends using industry reports, salary surveys, and job boards specific to your region and the hotel sector. Consulting with local HR professionals can also provide insight into the current compensation landscape.
Candidates will be asked to assist the hotel general manager in daily work, including communication with clients and suppliers, maintaining tariffs and contracts, and storing data. This includes greeting people entering the office, determining the nature and purpose of their visit, and directing them to their destination, as well as opening, reading, and preparing answers for email and regular letters.
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