Executive Assistant to GM

Location: Aba, Abia
Employment Type: Full-time

Main Function

• The Executive Assistant to the General Manager (EA to GM) provides high-level executive, administrative, and strategic support to the General Manager, ensuring the efficient coordination of the Executive Office and the seamless execution of daily business operations.
• The position requires exceptional organizational skills, discretion, professionalism, and the ability to anticipate executive needs in a fast-paced superior luxury hotel environment.
• The Executive Assistant manages the General Manager's schedule, correspondence, meetings, travel arrangements, reports, confidential documentation, and executive communications while ensuring timely follow-up on strategic initiatives and management decisions.
• The role serves as the primary point of contact between the General Manager and internal departments, guests, owners, government agencies, business partners, suppliers, and other external stakeholders.
• The Executive Assistant also coordinates executive projects, prepares reports and presentations, monitors departmental follow-ups, supports board and management meetings, and ensures the Executive Office operates efficiently while maintaining the highest level of confidentiality.

Role Responsibilities
Executive Office Management:

• Manage the daily operations of the General Manager's Office.
• Screen visitors, telephone calls, emails, and correspondence directed to the General Manager.
• Organize and maintain the Executive Office filing and records management system.
• Coordinate the General Manager's daily schedule, appointments, meetings, and business priorities.
• Anticipate the General Manager's administrative and operational needs.
• Prioritize executive requests and ensure timely responses.
• Ensure the Executive Office remains professional, organized, and fully functional.

Calendar & Schedule Management:

• Schedule departmental review meetings, Executive Committee meetings, and Board meetings.
• Ensure the General Manager receives daily schedules and briefing notes.
• Resolve scheduling conflicts and optimize executive time management.
• Coordinate internal and external meetings, conferences, and business engagements.
• Maintain and coordinate the General Manager's calendar, ensuring efficient scheduling of meetings and appointments.
• Monitor deadlines, appointments, and key deliverables.

Executive Correspondence & Communication:

• Draft, proofread, and manage executive correspondence, letters, emails, memos, speeches, reports, and presentations.
• Manage incoming correspondence and prioritize action items.
• Follow up on correspondence requiring departmental responses.
• Maintain accurate records of executive communications.
• Prepare confidential correspondence on behalf of the General Manager.
• Ensure all outgoing communication reflects the hotel's professional standards.

Meeting Coordination & Minutes:

• Prepare and distribute meeting minutes promptly.
• Track action points and follow up with responsible departments until completion.
• Maintain an action tracker for executive decisions and strategic initiatives.
• Attend meetings and record accurate minutes.
• Prepare meeting agendas in consultation with the General Manager.
• Coordinate meeting logistics, venues, equipment, and refreshments.
• Organize Executive Committee meetings, departmental meetings, management meetings, and strategic planning sessions.

Administrative Support:

• Coordinate document approvals and executive sign-offs.
• Compile departmental reports for management review.
• Manage filing systems for contracts, policies, agreements, and confidential records.
• Support special assignments and executive projects.
• Prepare reports, presentations, proposals, briefing notes, and executive summaries.
• Monitor office supplies and administrative resources for the Executive Office.

Strategic Coordination & Follow-up:

• Ensure timely execution of executive directives.
• Follow up with Heads of Departments on assigned action items and project deadlines.
• Track departmental performance against approved objectives where assigned.
• Prepare progress updates for the General Manager.
• Coordinate cross-functional projects initiated by the Executive Office.
• Monitor the implementation of management decisions and strategic initiatives.

Guest & Stakeholder Relations:

• Receive and attend to VIP guests, dignitaries, government officials, corporate executives, investors, and business partners visiting the Executive Office.
• Maintain positive relationships with internal and external stakeholders.
• Handle sensitive inquiries professionally and courteously.
• Coordinate executive hospitality arrangements.
• Represent the Executive Office professionally during official engagements.

Travel & Event Coordination:

• Coordinate executive participation in conferences, exhibitions, networking events, and official functions.
• Organize executive retreats, management meetings, and corporate events.
• Arrange local and international travel for the General Manager, including flight reservations, accommodation, transportation, visas (where applicable), and travel itineraries.
• Ensure all travel logistics are properly coordinated.
• Prepare travel packs and briefing documents.

Confidentiality & Information Management:

• Safeguard confidential reports, contracts, personnel information, financial documents, and strategic plans.
• Ensure secure storage of executive records.
• Maintain confidentiality regarding management discussions and organizational decisions.
• Handle highly confidential business information with absolute discretion.
• Comply with data protection and information security policies.

Reporting & Documentation:

• Prepare Board reports, operational summaries, and business performance presentations.
• Maintain an accurate document management system.
• Track key deadlines and ensure timely submission of reports.
• Maintain records of meetings, executive decisions, approvals, and correspondence.
• Prepare daily, weekly, monthly, and quarterly executive reports.

Interdepartmental Coordination:

• Serve as the communication link between the General Manager and all departments.
• Coordinate information flow across the organization.
• Ensure departments receive executive directives promptly.
• Facilitate collaboration among departments on strategic initiatives.
• Follow up on departmental reports and submissions.

Compliance & Corporate Governance:

• Ensure Executive Office activities comply with company policies and procedures.
• Support internal audits and corporate governance initiatives.
• Assist in ensuring statutory and regulatory compliance where required.
• Maintain proper documentation for executive approvals and decisions.

Technology & Office Systems:

• Support virtual meetings using video conferencing platforms.
• Utilize office productivity software efficiently, including Microsoft Office Suite, collaboration platforms, document management systems, and hotel management software.
• Maintain digital filing systems and executive records.
• Assist in preparing executive dashboards and reports.

Continuous Improvement:

• Support organizational initiatives that enhance operational excellence.
• Recommend new administrative tools and technologies.
• Identify opportunities to improve Executive Office processes and administrative efficiency.
• Participate in training and professional development.

Qualifications and Requirements
Education and Certifications:

• Professional secretarial / administrative certification is an advantage.
• Bachelor's Degree or HND in Business Administration, Secretarial Studies, or related field.

Experience:

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Minimum of 3 yearsexperience as an Executive Assistant or Personal Assistant, preferably in hospitality or a similarly fast-paced environment.

Skills:

• Document and records management.
• Technical Skills.
• Event and travel coordination.
• Calendar and correspondence management.
• MS Office Suite.
• Minute-taking and report drafting.

Soft Skills:

• Organization and time management.
• Professional communication.
• Attention to detail.
• Discretion and confidentiality.
• Multi-tasking under pressure.

How to Apply
Interested and qualified candidates should forward their CV and Cover Letter to: [email protected] using "Executive Assistant to the GM_Aba" as the subject of the email.

Note: Only shortlisted candidates will be contacted.