Personal Assistant to GM

The Pullman Vung Tau Hotel features 356 rooms with contemporary designs inspired by the creative and vibrant coastal city life, offering guests a "bleisure" experience — a perfect balance between work and leisure. Our conference and event center spans over 2,321 square meters, comprising 2 grand ballrooms and 4 meeting rooms equipped with state-of-the-art facilities, accommodating up to 1200 guests. Guests can also meet, entertain, or relax while enjoying distinct and enticing culinary experiences at Riviera Restaurant with an international à la carte menu, Corniche Ultra Lounge serving Tapas or experiencing delightful beverages at the Lobby Bar or Poolside Bar. The Fit Lounge is open 24/7, and the outdoor pool bathed in natural light, complemented by Pullman's unique amenities such as the Welcomer service, Signature Pullman bedding, Connectivity Lounge, and Co-Meeting criteria, ensuring a satisfying stay for all guests. GENERAL MISSION - To ensure the efficient administration of the Executive Office. - To assist directly the General Manager in his responsibilities. RESPONSIBILITIES AND MEANS - Ensures that the day to day administrative needs are fulfilled. - Be responsible for rendering secretarial and clerical services for the General Manager. - Keeps all information confidential. TECHNICAL RESPONSIBILITIES - Inputs in the computer specific data when requested. - Handles telephone incoming/outgoing calls. - Arranges appointments for, and reminds of appointments and meetings. - Keep files in good order. - Handle different kind of bookings for owning companies - Be in charge of expatriate contract follow-up including IMS, renewal, local language translation. - Duty arrangements for department heads. - Operation smile donnation register. - Maintain proper communication including follow up with owning company, shareholders and Accor office. - Assisting AAPC office’s employees for entry visa to Vietnam. - Coordinate & arranging airline tickets & accomodation, visa for GM and department heads trips. - Be responsible for the good order/cleanliness of own work area and equipment. - Monitors the casual staff requisitions of departments. - Follows up with approval of casual staff orders submitted by department heads and sends these orders to the supplier in most proper ways. - Coordinates with the supplier in effective manner to make sure all casual staff fully attends the operations in terms of working schedule, quantity as required in the casual staff orders. - Ensures casual staff strictly follows grooming standards, working regulations and hotel rules. - Handles complaints and proposes solutions for problems concerning to employment of casual staff in daily operations. - Ensures the accuracy of casual staff attendance record. Prepares monthly payment report and other reports as required by hotel management. COMMERCIAL RESPONSIBILITIES - Handles suppliers when requested. ADMINISTRATIVE RESPONSIBILITIES - Records and transcribes minutes of meetings. - Drafts routine or simple correspondence as assigned. - Typing correspondence, memorandums, circulars, reports etc - Opens/dispatches mail relative to the division. - Maintains office supplies. - Performs special duties in relation with the division when requested. HUMAN RESOURCE RESPONSIBILITIES - Handles human relation duties for employees. - Sees that employee’s complaints, needs are passed on to the General Manager. - Conducts oriented training programs of Accor Group for employees in a regular basis. REPLACEMENT AND TEMPORARY MISSION - Performs other related duties and special projects as directed by the General Manager. Essential Qualifications Education: - A bachelor's degree in hospitality management, business administration, or a related field (optional but advantageous). - Relevant certifications in office management or secretarial courses are a plus. Experience: - Previous experience in a PA, Executive Assistant, or similar role. - Familiarity with the hospitality industry is highly desirable. Technical Skills: - Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and hotel management software. - Excellent typing speed and document preparation skills. - Familiarity with scheduling tools and communication platforms. Responsibilities to Prepare For - Managing the GM’s calendar, arranging meetings, and coordinating travel plans. - Acting as a liaison between the GM and hotel departments or external contacts. - Preparing reports, presentations, and correspondence on behalf of the GM. - Taking notes during meetings and ensuring follow-up on action points. - Assisting with guest relations and handling VIP or special requests. - Keeping the GM informed about hotel performance, guest feedback, and other key updates. Languages - Fluency in English is essential. - Additional language skills, particularly those relevant to the hotel's location or clientele, are a significant advantage. 2 years related experience, including supervisory experience, or an equivalent combination of education and experience