Executive Secretary

POSITION SUMMARY

The Executive Secretary will primarily support the Senior Vice President and Vice Presidents of Sales & Marketing team at Capella Hotel Group (CHG), in all administrative matters related to the discipline. The role is serving as the main point of contact for the Corporate Sales & Marketing function and act as a liaison between other disciplines at the Corporate Office, hotels and external business partners.

The incumbent will also support other senior members of the CHG Corporate Sales & Marketing Team through a variety of tasks related to project management, communication and organization. The Executive Secretary facilitates the effective operation of the CHG S&M function.

THE ROLE

• Calendar Management of Senior Vice President, Sales & Marketing including scheduling and follow-ups.
• Management of communications on behalf of Senior Vice President, Sales & Marketing.
• Facilitate expense reports for Sales & Marketing team.
• Assist Senior Vice President, Sales & Marketing with budget files and liaise with CHG Finance Team on details and submission.
• Prepare meeting agendas and minutes.
• Management of travel of all CHG Sales & Marketing team.
• Management of communication and roll out of SOPs with properties.
• Communication with property leadership and teams.
• Maintains proper filing system as assigned.
• Maintains a system for recording of monthly expenses for the S&M Division.
• Facilitate administration of goal setting tools and reporting.
• Facilitates internal approval processes within established policies.
• Prepares high quality presentations, mainly in PPT and Google Slides.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.

TALENT PROFILE

• Minimum 3-5 years in a similar administrative role
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proficient in Microsoft Office Suite, specifically in PPT, or related software
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems such as recordkeeping and filing
• Ability to work independently and on flexible schedule, if required
• Existing local work authorisation required, no visa sponsorship available

Kindly note that only shortlisted candidates will be contacted.