Executive Assistant

Swissôtel Uludağ Bursa

Executive Assistant

What you will be doing:

• Schedule and arrange all appointments for the General Manager
• Prioritize all telephone calls and in-person external and internal visitors
• Arrange all VIP reservation requests and associated amenities from the executive office and associated follow-ups/traces etc…Meet and Greet if required
• Compose correspondence for the General Manager / Operations Director such as welcome letters, guest follow-up letters, including guest resolution when escalated etc…
• Support internal hotel projects, tracking necessary action and updating reports as progress is made (i.e. annual budget, strategic plan etc.)
• Keep the filing system up-to-date
• Maintain trace files and bring forward daily items to act on appropriate tasks
• Handle all office administration duties such as mail, phones, photocopying, and office supplies
• Schedule One to One Meetings with direct reports and others, take and distribute minutes, and arrange/attend sub-committee meetings as required
• Participate in daily & weekly property walkthroughs, ensure minutes are distributed and updated of progress
• Assist with and support staff events as appropriate, such as leadership & executive, colleague events, etc...Create & Maintain an Index with appropriate up to date Standard Operating Procedures for all Operational Departments, ensure it is shared with all New Operational Excom members as they join as part of their Induction pack
• Create & Maintain an Index with appropriate up to date Standard Operating Procedures for all Operational Departments, ensure it is shared with all New Operational Excom members as they join as part of their Induction pack
• Assist with all Audit programs
• Participate actively with Service Excellence Committee, work with departmental trainers to ensure trainings are happening and reflective with audit & mystery shopper results
• Analyze Trust You Feedback and work with Operations teams on top issues for Operational leaders to action accordingly
• Follow up our Guest Recovery process (SCORE) through tracking, analysis of reports highlighting areas for departmental trainers to focus on
• Ensure visibility in all areas of the hotel at differing times of day/evening
• Make travel arrangements as required
• Uphold confidentially with the Executive Offices
• Other duties as assigned