Personal Assistant to General Manager (Vietnamese only)

Job description

Key tasks

1- Administration responsibilities:
• Ensure that the day-to-day administrative needs of the department are fulfilled.
• Perform the duties within the framework defined by the norms of the Company and within the Hotel’s internal regulations.
• Keep confidential information CONFIDENTIAL.
• Responsible for rendering secretarial and clerical services for the General Manager as required.
• To prepare respective schedules and reports that will be internally distributed or submitted to Accor Head Office laid down by the General Manager.
• To take down and transcribe the minutes of meetings such as Executive Morning Briefing and dictation from General Manager, etc.
• To prepare correspondence such as fax, letter, memo, complimentary voucher, etc as assigned with a coding system for tracking.
• To open and dispatch mail that relates to the department.
• To maintain office supplies stock.
• To keep herself acquainted with the General Manager’s activities in order to assist in discerning priorities.
• Input data into computer system as required.
• To arrange appointments for the General Manager, reminds him of appointments and meetings.
• To handle incoming/ outgoing telephone calls and faxes.
• To handle all contact listings such as Owner contacts, Accor contacts, Hotel contacts and other supplier companies, etc.
• To handle the leave application records of all executive and management such as annual, sick, public holiday and Manager and Executive on Duty compensations.
• To control and monitor the in-house transportation records, reports, maintenance record as well as to follow up the attendance and request for overtime of the drivers.
• To file and maintain the personal files of executives kept in the Executive Office as well as to file respective documents based on the coding system.
• To perform special duties as required by the General Manager.

2- Commercial Responsibilities
• To create self-appearance both on the telephone and in person with an excellent image of the hotel.

3- Human Resource Responsibilities
• Handles human relation queries by employees.
• Sees that employee complaint and needs are passed on to the General Manager.
• Acts as a screen to the General Manager in view of clients and subordinates.

4- Replacement and temporary mission
• Performs other related duties and special projects as required by the General Manager both within and outside the hotel.

Pullman and its talent community

The Pullman promise is built around its three values: commitment, adaptability and creativity , and these are orchestrated throughout the hotel by a specific human resources and management policy:

• Body & Soul, the service attitudes model developed by Pullman

• Welcomer, Quality & Attitude Manager, Event Manager - some of the new Pullman professions

• A Pullman “school” of leadership, focusing on creativity.

Desired profile

Skills

Level of Education Bachelor / Licence
Areas of study Hospitality Management
Professional experiences 1 to 2 years
Languages essential English

Essential and optional requirements

• Certificate or Diploma in Law/ Human Resources/ Business school
• 1 years’ experience in hospitality industry and/ or Human Resources
• Strong administration, organizational and filling skill
• Excellence in presentation and interpersonal skill
• Communication skills: Excel, Word, Outlook, PowerPoint
• Languages: fluent in Vietnamese and English language (both spoken and written)