Job Description
We are seeking a highly organized and proactive individual to join our hotel team as an Administrative Assistant. This role will be responsible for directly attending to the General Manager’s needs and an array of admin related tasks, which will contribute to an efficient operation of the hotel’s administrative functions.
Responsibilities:
- Organize the General Manager’s calendar, schedule appointments, and coordinate meetings, ensuring timely communication and efficient use of time.
- Attend meetings and take minutes, which clearly stipulate the objective, the content and necessary actions. Follow up to ensure all discussed is actioned in a timely manner.
- Prepare written communication from information provided and / or by transcribing from dictation.
- Conduct general administrative tasks, including data inputting, filing, ordering of office supplies and so forth as required.
- Handle confidential information and sensitive matters with discretion and professionalism.
- Respond promptly and professionally to emails and telephone calls, both internal and external, ensuring accurate and courteous communication.
- Issue complimentary vouchers as requested and approved by The General Manager.
- Make necessary and required travel arrangements, whether it is local or overseas.
- Assist with owner and chairman requests, including but not limited to Reef Club and travel arrangements.
- Prepare amenity requests, and cards for VIPs.
- Prepare and print informative letters as required by the operation.
- Prepare and issue the Manager on Duty (MOD) and Executive Team Member (ETM) on duty rosters in a timely manner.
- Assist in planning and organising internal festive requirements, such as gift giving for the team and owners, and lunches.
- Attend to all other General Manager requests and requirements as needed.
- Other requirements as requested.
Skills:
- Strong organizational skills with excellent attention to detail.
- Exceptional verbal and written communication skills in English, with the ability to communicate effectively with individuals at all levels.
- Time management.
- Flexibility.
- Proficient in computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to manage multiple tasks and prioritize responsibilities.
- Demonstrated ability to maintain confidentiality and handle sensitive information.
- Professional and courteous demeanour with a positive attitude.
- It would be ideal if the candidate understands Maltese. However, this is not a mandatory criterion.
Join the Executive Office and contribute to the success of our hotel by providing efficient support and maintaining a well-organized admin office. Your dedication and attention to detail will play a vital role in ensuring smooth operations and exceptional guest experiences.
Interested applicants are kindly requested to email their CV together with a letter of application via the apply button below.
