How to do well the secretarial work of hotel general manager

How to do a good job as the secretary of the hotel general manager

Secretaryto General Manager, which is also called Executive Secretary and Administrative Assistant in some hotels. What is the meaning of this position? According to the definition of secretary in Modern Chinese Dictionary? A person who is in charge of documents and assists the person in charge of an organ or department in handling daily work? The secretary of the general manager should be the person who is in charge of the documents or files of the hotel enterprise and assists the general manager to complete the daily work. In hotel enterprises, what are the specific contents of the duties of the secretary to the general manager? Let's learn about it together ~

Responsibilities of the secretary to the general manager

1. Assist the general manager in drafting the comprehensive business report, work plan, memorandum, rules and regulations of the hotel;

2. Attend the regular administrative meeting (also called morning meeting or regular meeting in some hotels), financial meeting and other meetings organized by the general manager, keep meeting minutes, understand the implementation of various decisions and feed back information in time;

3. Assist the general manager in handling daily visits, receptions and letters;

4. Be responsible for the daily telephone transfer of the general manager, so as to minimize unnecessary external disturbance to the general manager's work. Responsible for the submission, processing and filing of all kinds of meeting minutes, memos and other documents and letters submitted to the general manager by other departments in the hotel or outside;

6. Be responsible for keeping and supervising the use of the letter of introduction and seal of the hotel, contacting other units, and handling all kinds of licenses and filing;

7. Be responsible for the general manager's daily work arrangements, such as meetings, work appointments, banquets, etc.

8. Be responsible for the storage and normal operation of the general manager's office equipment;

9. Be responsible for the general manager's work before and after business trip (loan, schedule, hotel reservation, vehicle pick-up, gift preparation, telephone contact, car travel reimbursement, etc.);

1. Complete other work temporarily assigned by the general manager.

what knowledge, skills and qualities does the secretary of the general manager need to be competent for his job responsibilities?

1. You should have a high educational level, because a good educational background will make people more rational and comprehensive when they look at and deal with problems, and at the same time have a strong ability to learn new knowledge;

2. Be familiar with hotel departments and their operating procedures, master the hotel's rules and regulations, and know the hotel's operation (such as the number of rooms, house prices, restaurant business hours and computer information systems, etc.) and software (hotel's objectives, business ideas, service concepts, etc.) like the palm of your hand, so as to better assist the general manager in completing the coordination and management of various departments and external communication, and make the work more efficient;

3. Be proficient in Chinese and English word processing skills and operate various office automation equipment, such as computers, printers, fax machines, photocopiers, etc.

4. Have strong internal and external communication skills, so that the general manager's instructions, plans and wishes can be carried out and implemented;

5. Be able to keep secrets strictly, be conscientious, bear hardships and stand hard work, have team spirit, be loyal to the organization they serve, and maintain good cooperative relations with managers of various departments, hotel-related enterprises, organizations and government functional departments.

The tasks of the secretary of the general manager are very numerous and require details. Therefore, even if the work efficiency is slightly lower, the hotel will only affect its own secretarial work, but also the work of the general manager, and even the image and operation of the hotel enterprise. So how to do a good job of the secretary of the general manager and improve its efficiency?

how to do a good job of secretary to the general manager and improve its efficiency?

1. Work standardization, that is, routine or routine work. In other words, if there are no special circumstances, try to do the same or the same nature of work in the same time period every working day. If a secretary can standardize more of her tasks, she can finish more work in a limited time, or have more time left to finish other temporary work.

2. Do similar work in the same time period. For example, if you make a phone call at the same time, you can save time and improve work efficiency or quality by accumulating the files that need to be copied together and then copying them.

3. Redistribute the work. If urgent and important work, deal with urgent things first; Important and non-urgent work, do important work first; For unimportant and urgent work, you can find another time to do it or find someone else to do it; Work that you are not good at, and the work is not confidential, you can exchange jobs with others to do it.

4. forecast. The general manager's secretary can use the method of forecasting to reduce the work pressure, slow down the work rhythm, and do the work ahead. For example, the general manager will hold a financial meeting at 14 o'clock tomorrow. As a secretary, the minutes of the last meeting and other financial statements can be found out from the filing cabinet around 1 o'clock tomorrow and put on the general manager's desk. If the incumbent can better predict what work he or she will do tomorrow, he or she can better complete his or her job. Of course, you can't arrange the work schedule for the next day according to the forecast, because no matter how strong your forecasting ability is, there will always be some unexpected things to deal with the next day, so you should set aside some spare time to deal with these unexpected things.

5. Balance energy and distinguish between work and hotel times. After all, a person's working time and energy are limited. How to finish more work in a limited time is a challenge for every worker. Therefore, the secretary of the general manager should have the consciousness of weighing priorities when doing any work. As mentioned above, in order to make the work more efficient, we should try to do the same work together. However, if the headquarters staff of the hotel group are discussing the work with the general manager, and at this time, the general manager needs a secretary to copy a document, will you wait to copy it with other documents? The answer is: of course not, and you need to put down what you are doing and make copies immediately.

Some secretaries of the general manager don't have a professional attitude or don't know the position clearly, so they are prone to make some mistakes in their work. Common mistakes are as follows:

1. Memos, reports, applications and other information documents submitted to the general manager by other departments or outside the hotel are not submitted or reported to the general manager in time, which affects the internal and external communication of the hotel and even seriously affects the operation and management of the hotel.

2. Due to the nature of work and other reasons, the secretary of the general manager knew about the general manager's decision on the appointment, removal and management of personnel in the organization almost immediately. Some incumbents could not keep the secrets strictly, and leaked them to the relevant personnel privately for their own interests or other purposes, causing unnecessary losses to the organization.

3. In the general manager's daily work arrangement, he made some work appointment decisions without the prior consent of the general manager, which seriously affected the general manager's work and caused some unnecessary troubles to the general manager, forgetting that he was assisting rather than replacing the general manager's work. As the secretary of the hotel general manager, we should always pay attention to avoiding the above misunderstandings and treat our work with a professional attitude. Only in this way can we complete our job responsibilities, play the role we should play in the organization and give full play to our strength in the enterprise. ;