Job Title:  Assistant to the General Manager

PURPOSE OF ROLE

To provide effective and confidential administration and support to the General Management’s office

CORE JOB FUNCTIONS

1.To undertake general administrative duties to support the department by

• Drafting emails / letters and translating these as necessary  
• Gathering information, preparing and analysing data as required
• Prompting completion/ submission of work due and following up on projects
• Verifying documents for approval and distributing approved forms
• Liaising with Darussalam Assets and Government Agencies as requested
• Distributing information to the respective departments promptly

2. To support the administration of the Level 2-4 employment arrangements by

• Administering the recruitment and hiring process
• Maintaining a vacation tracker and reporting overlaps in requests for Levels 2-4
• Delivering an accurate filing system, including the employee files for Levels 2-4

3. To support employee engagement through

• Receiving employee and guest feedback, distributing this promptly and coordinating all with the General Manager
• Maintaining a log of employee requests to the GMO and follow up actions
• Attending and supporting the actions/ follow-ups required at the SCC Meetings 

4. To coordinate and arrange meetings efficiently to facilitate communication and coordination by 

• Identifying meeting priorities and working to these
• Identifying attendees for inclusive involvement
• Scheduling meetings to ensure the required attendance
• Coordinating dates for routine meetings such as ExCom, H&S and SCC
• Facilitating miscellaneous presentations and recognition awards

COMPETENCIES REQUIRED

• Communication
• Collaboration with others
• Initiative and Accountability
• Delivering excellence
• Trustworthiness
• Integrity and Confidentiality
• Performance in job role
• Adherence to policy
• Financial support
• Health and safety

CANDIDATE REQUIREMENTS

1.Education

• Diploma or degree in Business Administration, Office Management, Secretarial Studies or a related discipline (essential)
• Excellent level of written and spoken English (essential)

2. Experience

• 3-5 years’ experience as a secretary or in an executive administrative support role (essential)
• Demonstrated ability to provide proactive executive support, anticipate the General Manager’s needs and exercise sound judgement in managing priorities and follow-up actions (essential)
• Working knowledge of corporate governance principles, including approval processes, confidentiality and meeting protocols (essential)
• Hotel experience (desirable)

3. Functional Knowledge

• Excellent written and spoken English, with the ability to translate between English and Malay (essential)
• Knowledge of corporate governance principles and procedures (essential)
• Proficiency in Microsoft Office 365
• Understanding of document control, records management and confidentiality requirements
• Ability to prepare reports, maintain trackers and analyse administrative data accurately
• Strong organisational, interpersonal and follow-up skills, with the ability to manage multiple priorities effectively

4. Other requirements

• Preferred age range: 32 - 40 years, subject to HR policy and applicable employment requirements
• Willingness and flexibility to work according to business requirements over seven days a week, including weekends and public holidays, where required