Executive Secretary

Company Description

PARADISE OF PARADOXES.

25hours Hotel Jakarta The Oddbird is a space that celebrates culture and lifestyle with nostalgia, authenticity, and genuine hospitality. It embodies poetic contrasts-the paradise of paradoxes. Nestled in the heart of the Sudirman Central Business District (SCBD) within District 8, 25hours Hotel Jakarta The Oddbird stands tall with 38 stories, featuring 210 Rooms and 135 Serviced Apartments rising above Ashta Mall in the Senopati area, the city's hottest business and lifestyle district.

Job Description

Administrative and coordination

• Manage the General Manager’s diary to co-ordinate meetings/appointments, and to ensure smooth running of such meetings
• Screen/handle telephone calls, appointments, mails and emails and take action accordingly
• Take minutes at the Executive Committee Meeting
• Coordinate and communicate with various departments and all levels of staff on matters directed by the General Manager
• Prepare and manage correspondences with internal and external parties for General Manager’s signature
• Attend to requests from divisional, corporate or owners offices and facilitate it accordingly
• Attend to residents/patrons’ special requests or complaints that are directed to the General Manager
• Co-ordinate travel arrangements in a highly efficient manner and prepare detailed travel file accordingly
• Ensure approval forms are prepared for the General Manager for signature and approval of the Vice President, Operations, e.g. leave application forms, travel approval forms, expense claims reports, etc.
• Maintain systematic up-to-date filing and tracing systems
• Maintain and update Executive Committee and Department Heads’ personal files kept in the General Manager’s office
• Maintain and update Executive Committee and Department Heads’ leave record
• Maintain and update ‘Manager-On-Duty’ schedule
• Prepare monthly financial data reports
• Maintain confidentiality of sensitive matters/issues
• Manage and upkeep the functionality and cleanliness of the office
• Ensure adequate stock of office stationery
• Maintain a high level of professionalism and project a positive image of the organization.

Other Responsibilities

• Maintain complete knowledge of all F&B services, contents & preparation methods, outlets and hotel services/features
• Be fully conversant with hotel fire & life safety/emergency procedures
• Attend all briefings, meetings and trainings as assigned by management
• Maintain a high standard of personal appearance and hygiene at all times
• Perform other reasonable duties assigned by the assigned by the Management

Qualifications

Knowledge and Experience

• Diploma education
• Minimum 8 years of secretarial experience with at least 5 years serving the senior management level 
• Excellent reading, writing and oral proficiency in English language
• Good working knowledge of MS Excel, Word, & PowerPoint

Competencies

• Good communication and customer contact skills
• Service oriented with an eye for details
• Ability to work effectively and contribute in a team
• Self-motivated and energetic
• Well-presented and professionally groomed at all times

Additional Information

In compliance with employment laws in Indonesia, this position is only open to Indonesians.