Administration Executive

POSITION SUMMARY As an Administrative Executive, you will be a key member of the office support team, responsible for the day-to-day administrative operations of Capella Hotel Group. The role encompasses front-of-house reception duties and comprehensive administrative support to the Executive Office. You will also provide coverage for the Senior Manager, General Affairs during her absence, ensuring seamless office operations and enabling the successful delivery of business goals and priorities in support of the President.

THE ROLE

Administrative Duties

Performs administrative duties such as email correspondence, business letters, and any necessary paperwork.

Assists in preparing and developing internal communication emails and presentations.

Sorting and distributing incoming and outgoing mails and courier arrangements.

Well versed in calendar management, trip planning and scheduling - assist with travel requests and coordination of business trips and meeting arrangements.

Screening phone calls and forward email inquiries as appropriate.

Coordinate in-office and off-site meetings, conference call invites.

Compile monthly expense reports for the President and Vice President of Human Resources in a timely manner.

Produces documents, reports and presentations using advanced Word, PowerPoint and Excel.

Documents and communicates requests and any enquiries to appropriate personnel and maintains strict confidentiality.

Effectively collaborates with people at all levels across functions in a diverse environment.

Receptionist Duties

Performs receptionist duties – greet visitors with a positive and helpful attitude.

Keeping reception and front entrance neat and tidy at all times.

Maintaining safety and hygiene standards of the reception area.

Answering phones in a professional manner, and routing calls as necessary.

Managing meeting room availability.

Prepare and ensure meeting rooms are neat and clean at all times.

Replenishment of office supplies and consumables. Manage stock control within budgeted cost.

Overseeing office services i.e., housekeeping and landscape service providers.

TALENT PROFILE

Diploma holder preferably in Business Administration or equivalent.

Minimum 3 years' relevant experience, preferably in hospitality industry and service oriented

Corporate Secretarial experience will be advantage

Must be a highly motivated individual with ability to multi-task effectively, well organized and flexible in a change and eye-for-detail

Ability to work well under pressure with minimal supervision

A good team player with approachable character, positive attitude and strong ownership

Excellent interpersonal, telephone and customer service skills

Fluency in written and spoken English

Proficiency in MS Word, Excel and PowerPoint

Knowledge and experience in creating appealing PowerPoint presentations will be advantageous