Executive Secretary/PA at Fairmont Hotels & Resorts

As an Executive Secretary/PA, you will undertake a multi-faceted role that encompasses the co-ordination and collection of financial information and a variety of secretarial and general administration functions.

What is in it for you:

• Employee benefit card offering discounted rates in Accor worldwide
• Learning programs through our Academies and the opportunity to earn qualifications while you work
• Opportunity to develop your talent and grow within your property and across the world!
• Ability to make a difference in the local community through our Corporate Social Responsibility activities, like Planet 21

You will be responsible for:

• Schedule and arrange all appointments for the General Manager.
• Prioritize all telephone calls and in-person external and internal visitors
• Compose correspondence for the Hotel Manager such as welcome letters, guest follow-up letters, including guest resolution when escalated etc.
• Support internal hotel projects, tracking necessary action and updating reports as progress is made (i.e. annual budget, strategic plan etc.)
• Keep the filing system up-to-date
• Maintain trace files and bring forward daily items to act on appropriate tasks
• Handle all office administration duties such as mail, phones, photocopying, and office supplies
• Schedule One to One Meetings with direct reports and others, take and distribute minutes, and arrange/attend sub-committee meetings as required
• Participate in daily & weekly property walkthroughs, ensure minutes are distributed and updated of progress
• Assist with and support staff events as appropriate, such as leadership & executive, colleague events, etc...
• Create & Maintain an Index with appropriate up to date Standard Operating Procedures
• To carry out a variety of secretarial and general admin functions such as stationary supplies, incoming and out going mail, filing, preparation of monthly management reports
• To distribute incoming financial information.
• Liaise and communicate with all Departmental managers
• Involved in projects impacting Operations as and when they arise
• Assist in Operations on the floor on a daily, weekly basis as and when required
• Ensure visibility in all areas of the hotel at differing times of day/evening
• Make travel arrangements as required
• Uphold confidentially with the Executive Offices
• Other duties as assigned

Your experience and skills include:

• Minimum 3 years of operational hotel experience required
• Excellent written and verbal communication skills
• Detail oriented
• Strong ability to multi-task and meet deadlines in a fast paced environment
• Excellent organizational, time management and administrative skills
• Self-motivated and able to prioritize to deliver exceptional results
•  A passion for guest service and excellence
• Positive attitude and supportive, team-based approach towards the attainment of the hotel’s short and long term goals
• Ability to work flexible hours and days
• Experience with Opera is an asset