REQ8456 Secretary (Open Date: 25/02/2025)

POSITION SUMMARY:

The Secretary to Directors is responsible for all the secretarial tasks to be undertaken for the Directors in the Food and Beverage Department.  This role would require planning, organising and implementation of office structures for the Directors as well as organising and schedule meetings as required.  The Secretary would delegate and guide tasks as necessary to the Admin Assistants and ensure maximum efficiency in administration tasks.

PRIMARY RESPONSIBILITIES:

To perform secretarial tasks and any office duties for the Directors – Food & Beverage To reflect the Melco philosophy by providing a high quality of service to our customer by adopting a positive attitude and keeping the team spirit at the highest levelTo implement and adhere to office grooming etiquettes.To remain confidential about all matters of such natureTo show initiative in the daily tasks during the absence of the Directors. To report on what action has been taken upon his / her returnTo type letters, reports and any other mailing or correspondence including memos in an efficient manner, to distribute or mail, keep copies in file, type menus, recipes etc.To answer and screen calls according to hotel standardsTo keep the agenda of the Directors updatedTo receive visitors and screen them, set up appointments after consulting with superiorTo update the Food and Beverage budget documentsTo update and distribute the F&B policies as requiredTo keep stock of stationary for the office, makes requisition if necessaryTo set up and maintain files according to the established system. To keep a trace files and inform the persons concerned about the due datesTo keep updated about all matters related to the F&B department and the hotelTo keep file of all staff by department and update their movements within the department.  To ensure the F&B Organisational Chart is updated at all times and ready as required.To keep the office tidy, clean and restricted to limited employeesTo coordinate and update the F&B Matrix as according to the promotions in each outlet for Directors review.To attend briefings as required and update the minutes and distribute accordinglyTo coordinate and update Managers of appraisalsTo file all resumes for Managerial positions for future reference and recordTo monitor annual leaves of Management personnel and ensure annual leave form are forwarded to the scheduling department as per timelines by the respective staff.Adhere to all Company policies and proceduresReport accidents, injuries and unsafe work conditions to supervisors

KEY PERFORMANCE INDICATORS:

Time and Task ManagementAbility to work in a team environment

QUALIFICATIONS:

Experience

1 year of secretarial experience in similar role,  preferably from a hospitality industry or any other related industry

Education

Diploma or Certificate in any discipline.

Skills / Competencies

ApproachableOrganisedGood CommunicatorMotivator and self-starterTeam playerDisplays initiativeCommitment to professional valuesOral and written Chinese and English fluency, knowledge of mandarin is an advantageWell literate in Microsoft Suite product

Advantageous Skills

N/A