Job Summary

To assist the General Manager in a wide variety of tasks to enable the General Manager to increase their capacity and effectiveness in their overall leadership responsibilities. During the pre-opening phase, this role will also support other Directors on the team as needed.

Key Duties and Responsibilities

• Become and remain informed of all aspects of the General Manager’s role so as to be able to be pro-active in offering assistance, increase efficiency and remind the General Manager of duties and appointments when necessary
• During pre-opening, provide administrative support to other members of the Executive Committee
• Maintains highest confidentiality of all information received or channeled through the General Manager’s office
• Arranging meetings, travel and accommodation arrangements for the General Manager and other leaders as needed
• Compile correspondence and present in an easily digestible format and deliver regular updates to the General Manager while they are traveling on business trips or away from the property
• Screen telephone calls, enquiries and requests. If they do not warrant the General Manager’s direct attention, to handle them personally
• Establish office systems to deal efficiently with paper flow, and the organization and storage of paperwork, documents and computer-based information
• Preparation and distribution of meeting minutes
• Follow up on progress and ensure completion of tasks delegated to Department Heads
• Complete Expenses Claims and collect reimbursement for the General Manager
• Carry out personal errands for the General Manager and their family when necessary
• Performs any additional duties and/or special projects, as requested by the General Manager
• Provide information or assistance to guests, visiting Executives from Global Office or sister companies, or consultants as and when required
• Develop strong product knowledge and promote the resort and sister resorts, whenever the opportunity arises
• Contributes to the morale and team spirit of the resort by maintaining effective relationships with resort colleagues
• Maintains a high standard of professionalism, diplomacy and personal appearance, where the image or reputation of the resort is represented
• Attends and participates in team events
• Participates in required training related to the job
• Ensure correct orientation and training for new employees in the department
• Effectively communicate and maintain a favorable working relationship with colleagues at all levels
• Assure professional attitude towards guest and colleagues at all times
• To provide an effective structure for communication within the department at all levels
• Leads by example, inspires and motivates through enthusiasm and inspires and guides others to make their decisions based on the organizations’ values and overall direction, keeping the Company’s goals in mind
• Reports incidents of breakages, equipment repair and maintenance to relevant Department Heads
• To be conscious and responsible regarding energy and water conservation
• Maintains highest levels of personal hygiene at all times
• To ensure that company and statutory hygiene standards are maintained in all work areas
• To be fully aware about all health and safety, fire and emergency procedures
• Responsible to report any potential hazardous situations within the work place
• Maintains a high standard of appearance and grooming at all times, as per One&Only standard
• Apply and adhere to rules and regulations as per employee handbook, departmental and resort policies and procedures, including those for emergency situations
• Develop and maintain an understanding of the overall organization’s mission, vision and values
• At all times to project a favorable image of One&Only Moonlight Basin and One&Only Resorts to the public
• Handles any guest’s complaint in a professional manner, as per resort’s Policy & Procedure (service recovery)
• Practices proper telephone etiquette with colleagues and resort guests
• Ensures all activities are carried out honestly, ethically and within the parameters of the law

Skills, Experience & Educational Requirements

• 2 years’ experience in a similar capacity
• Experience in providing a range of Personal Assistant related services including all clerical needs, reception and general support, preferably with hotel or tourism background
• Excellent written and oral communication skills with strong interpersonal skills
• Demonstrated organizational skills, ability to meet deadlines and handle multiple tasks
• Must be able to keep all information strictly confidential
• Practical knowledge of MS Office, Internet, Databases and desktop publishing
• Works well under pressure, takes initiative, is independent and has a customer focused approach when interacting with colleagues and guests of all levels
• Bachelor’s Degree is preferred
• Must be positive and flexible to different duties
• Knowledge of Fusion & Opera is an advantage

Physical Requirements

The ideal candidate must be able to complete all physical requirements of the job with or without a reasonable accommodation. Physical requirements include but are not limited to:

• Constant sitting, standing, and walking, stooping, and bending in an office environment
• Constant typing, looking at computer screens, speaking on a telephone, and utilizing other electronic equipment
• Occasionally required to stoop, bend, lift and carry up to 25lbs
• Occasionally required to work in outdoor environments which may present extreme weather conditions such as snow, rain, heat, wind, etc.