Job Overview
Executive Assistant at Four Seasons Serengeti
About the job
Four Seasons Serengeti is looking for an Executive Assistant to provide support and clerical expertise to Executive Office and respond to guest and employee inquiries in an efficient, courteous and professional manner. This position is open for Tanzania nationals.
Job Description
Special Requirements
A high degree of confidentiality and personal integrity and immaculate grooming
Excellent computer proficiency and use of Word, Powerpoint, Excel as well as basic operations on OPERA PMS software
Excellent command of written, spoken and reading skills in English.
Must have the ability to compose business correspondence
Major Responsibilities
Perform administrative tasks such as typing, filing, copying, faxing, opening and sorting mail, coordinating appointments for General Manager and Resort Manager and answer telephones according to Four Seasons standards
Set up and maintain an organized work area and file storage system (paper and electronic files, tracing)
Prepare written correspondence on behalf of General Manager and Resort Manager
Co-ordinate matters related to Home Office (Toronto) and Corporate Office (Singapore)
Maintain and optimize the Executive Office appointment schedule. Coordinate and prioritize meetings and updates while giving ‘equal time’ to all. Prepare daily briefing and general meeting files
Handle any guest requests to the Executive Office with urgency and ensure appropriate follow-up is done
Handle travel arrangements and hotel reservations for the Executive Office and VIP guests
Maintain an ‘warm and welcoming’ image of the Executive Office to guests and employees alike. Promote a harmonious and professional work culture among employees and managers
Specific Responsibilities and Tasks
Greet and treat employees & guests in a friendly and courteous manner
Answer telephone calls in keeping with Four Seasons Core & Culture Standards
Process electronic and paper PSAs and other routine forms, including completing, distributing and filing.
Ensure appropriate confidentiality
Process guest comment correspondence in a timely manner. Compile and distribute monthly guest comment analysis
Trace all due dates for GM and RM and remind of any follow-ups to avoid delays
Be fully aware of and follow internal rules of conduct (Handbook, code of conduct, compliance policies etc.) to maintain the integrity of the Executive Office
Maintain the cleanliness of the office and order supplies when necessary
Keep ‘an ear on the ground’ and mix appropriately with managers and line employees. Be approachable
Respond properly in any hotel emergency or safety situationPerform other tasks or projects as assigned by the Executive Office
