Personal Assistant to GM

Job description

GENERAL MISSION To ensure the efficient administration of the Executive Office. To assist directly the General Manager in his responsibilities. RESPONSIBILITIES AND MEANS Ensures that the day to day administrative needs are fulfilled. Be responsible for rendering secretarial and clerical services for the General Manager. Keeps all information confidential. TECHNICAL RESPONSIBILITIES Inputs in the computer specific data when requested. Handles telephone incoming/outgoing calls. Arranges appointments for, and reminds of appointments and meetings. Keep files in good order. Handle different kind of bookings for owning companies Be in charge of expatriate contract follow-up including IMS, renewal, local language translation. Duty arrangements for department heads. Operation smile donnation register. Maintain proper communication including follow up with owning company, shareholders and Accor office. Assisting AAPC office’s employees for entry visa to Vietnam. Coordinate & arranging airline tickets & accomodation, visa for GM and department heads trips. Be responsible for the good order/cleanliness of own work area and equipment. Monitors the casual staff requisitions of departments. Follows up with approval of casual staff orders submitted by department heads and sends these orders to the supplier in most proper ways. Coordinates with the supplier in effective manner to make sure all casual staff fully attends the operations in terms of working schedule, quantity as required in the casual staff orders. Ensures casual staff strictly follows grooming standards, working regulations and hotel rules. Handles complaints and proposes solutions for problems concerning to employment of casual staff in daily operations. Ensures the accuracy of casual staff attendance record. Prepares monthly payment report and other reports as required by hotel management. COMMERCIAL RESPONSIBILITIES Handles suppliers when requested. ADMINISTRATIVE RESPONSIBILITIES Records and transcribes minutes of meetings. Drafts routine or simple correspondence as assigned. Typing correspondence, memorandums, circulars, reports etc Opens/dispatches mail relative to the division. Maintains office supplies. Performs special duties in relation with the division when requested. HUMAN RESOURCE RESPONSIBILITIES Handles human relation duties for employees. Sees that employee’s complaints, needs are passed on to the General Manager. Conducts oriented training programs of Accor Group for employees in a regular basis. REPLACEMENT AND TEMPORARY MISSION Performs other related duties and special projects as directed by the General Manager. Essential Qualifications Education : A bachelor's degree in hospitality management, business administration, or a related field (optional but advantageous). Relevant certifications in office management or secretarial courses are a plus. Experience : Previous experience in a PA, Executive Assistant, or similar role. Familiarity with the hospitality industry is highly desirable. Technical Skills : Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and hotel management software. Excellent typing speed and document preparation skills. Familiarity with scheduling tools and communication platforms. Responsibilities to Prepare For Managing the GM’s calendar, arranging meetings, and coordinating travel plans. Acting as a liaison between the GM and hotel departments or external contacts. Preparing reports, presentations, and correspondence on behalf of the GM. Taking notes during meetings and ensuring follow-up on action points. Assisting with guest relations and handling VIP or special requests. Keeping the GM informed about hotel performance, guest feedback, and other key updates. Languages Fluency in English is essential. Additional language skills, particularly those relevant to the hotel's location or clientele, are a significant advantage. 2 years related experience, including supervisory experience, or an equivalent combination of education and experience The Pullman Vung Tau Hotel features 356 rooms with contemporary designs inspired by the creative and vibrant coastal city life, offering guests a "bleisure" experience — a perfect balance between work and leisure. Our conference and event center spans over 2,321 square meters, comprising 2 grand ballrooms and 4 meeting rooms equipped with state-of-the-art facilities, accommodating up to 1200 guests. Guests can also meet, entertain, or relax while enjoying distinct and enticing culinary experiences at Riviera Restaurant with an international à la carte menu, Corniche Ultra Lounge serving Tapas or experiencing delightful beverages at the Lobby Bar or Poolside Bar. The Fit Lounge is open 24/7, and the outdoor pool bathed in natural light, complemented by Pullman's unique amenities such as the Welcomer service, Signature Pullman bedding, Connectivity Lounge, and Co-Meeting criteria, ensuring a satisfying stay for all guests.