Administrative Executive

About This Role

This role will manage the day-to-day administrative operations and provide front-of-house reception duties for Capella Hotel Group, covering for the Senior Manager, General Affairs when absent. This position ensures smooth office operations to help the President achieve business goals.

Responsibilities

• Perform administrative duties including email correspondence, business letters, and necessary paperwork
• Assist in preparing and developing internal communication emails and presentations
• Sort and distribute incoming and outgoing mail and arrange couriers
• Manage calendar, plan and schedule business trips, and coordinate meeting arrangements
• Screen phone calls and forward email inquiries as appropriate
• Coordinate in-office and off-site meetings and conference call invites
• Compile monthly expense reports for the President and Vice President of Human Resources
• Produce documents, reports, and presentations using advanced Word, PowerPoint, and Excel
• Document and communicate requests and inquiries to appropriate personnel while maintaining strict confidentiality
• Collaborate effectively with people at all levels across functions in a diverse environment
• Perform receptionist duties, greeting visitors with a positive and helpful attitude
• Keep reception and front entrance neat and tidy at all times
• Maintain safety and hygiene standards of the reception area
• Answer phones professionally and route calls as necessary
• Manage meeting room availability and ensure meeting rooms are neat and clean
• Replenish office supplies and consumables, managing stock control within budget
• Oversee office services, including housekeeping and landscape service providers

Requirements

• Diploma in Business Administration or equivalent
• Minimum 3 years' relevant experience
• Highly motivated individual with ability to multi-task effectively
• Well organized and flexible with an eye-for-detail
• Ability to work well under pressure with minimal supervision
• 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

Qualifications

• Diploma in Business Administration or equivalent
• Minimum 3 years relevant experience, preferably in the hospitality industry

Nice to Have

• Experience in hospitality industry and service oriented
• Corporate Secretarial experience
• Knowledge and experience in creating appealing PowerPoint presentations

Skills

* Required skills