General Manager's Secretary - Couples Negril

Job Summary

The Secretary to the General Manager provides high-level administrative and secretarial support to the General Manager, ensuring the efficient coordination of the General Manager’s office and the smooth flow of information across the resort.

The position requires a highly organized, discreet, professional, and service-oriented individual who can manage confidential information, coordinate meetings and appointments, prepare correspondence and reports, maintain records, and communicate effectively with senior management, employees, guests, suppliers, and external stakeholders.

Key Responsibilities

Administrative Support

- Manage the General Manager’s calendar, appointments, meetings, and daily schedule.

- Receive, screen, prioritize, and respond to correspondence, emails, telephone calls, and other communications.

- Prepare letters, memos, reports, presentations, minutes, and other documents as required.

- Maintain an organized filing and record-keeping system for the General Manager’s office.

- Prepare meeting agendas, supporting documents, attendance records, and minutes.

- Follow up on assigned actions and outstanding matters arising from meetings.

- Coordinate internal and external meetings, including room arrangements, refreshments, equipment, and required documentation.

- Assist with the preparation and coordination of management meetings and resort activities.

Communication and Coordination

- Serve as a professional point of contact between the General Manager and department heads, employees, guests, corporate representatives, suppliers, and other stakeholders.

- Facilitate the timely flow of information and correspondence to and from the General Manager’s Office.

- Communicate instructions and follow-up requests on behalf of the General Manager when required.

- Maintain a professional and courteous approach when dealing with confidential, sensitive, or potentially difficult matters.

Confidentiality and Records Management

- Maintain strict confidentiality regarding employee matters, guest concerns, business information, financial information, management discussions, and other sensitive documents.

- Ensure that confidential files and correspondence are securely maintained and accessible only to authorized persons.

- Maintain accurate records of correspondence, meetings, reports, and official documentation.

- Exercise sound judgment when handling sensitive information.

Guest and Stakeholder Relations

- Provide professional assistance to guests and VIPs who require the attention of the General Manager.

- Coordinate appointments and meetings involving VIP guests, corporate representatives, government officials, and other external stakeholders.

- Assist with special events, inspections, visits, and other activities involving the General Manager’s Office.

General Manager’s Office Operations

- Monitor incoming documents and correspondence and ensure that matters requiring the General Manager’s attention are properly highlighted.

- Assist in tracking deadlines, projects, requests, and follow-up actions.

- Coordinate travel arrangements, itineraries, accommodation, transportation, and other logistical requirements for the General Manager when required.

- Maintain office supplies and ensure that the General Manager’s office operates efficiently.

- Assist with special projects and assignments delegated by the General Manager.

Qualifications and Experience

Minimum Requirements

- Diploma or Associate Degree in Business Administration, Secretarial Studies, Office Administration, Hospitality Management, or a related field.

- Minimum of 2–3 years’ experience in a secretarial, administrative, executive assistant, or similar role.

- Previous experience in a hotel, resort, hospitality, or corporate environment is an advantage.

- Excellent written and spoken English.

- Strong computer skills, including Microsoft Word, Excel, PowerPoint, Outlook, and other office applications.

Knowledge, Skills and Abilities

The successful candidate should demonstrate:

- Excellent organizational and time-management skills.

- Strong written and verbal communication skills.

- Professional telephone and email etiquette.

- Excellent attention to detail and accuracy.

- Ability to maintain confidentiality and exercise discretion.

- Strong interpersonal and customer-service skills.

- Ability to prioritize work and meet deadlines.

- Ability to work independently with minimal supervision.

- Good judgment, initiative, and problem-solving ability.

- Ability to interact confidently with senior executives, employees, guests, and external stakeholders.

- Flexibility to handle changing priorities and occasional urgent requests.

- Knowledge of hotel/resort operations is highly desirable.

Personal Attributes

- Professional and well-groomed.

- Mature, trustworthy, and discreet.

- Courteous and approachable.

- Highly organized and dependable.

- Proactive and resourceful.

- Positive attitude and strong work ethic.

- Team-oriented with the ability to work effectively across departments.

- Demonstrates the standards and values expected of a Couples Negril team member.

Working Relationships

Internal: General Manager, Executive Committee, Department Heads, Supervisors, Team Members, and other resort employees.

External: Guests, suppliers, business partners, government representatives, corporate representatives, travel partners, and other stakeholders.

Authority and Accountability

The Secretary to the General Manager is accountable for the efficient execution of assigned administrative responsibilities and for maintaining the confidentiality, accuracy, and timely flow of information within the General Manager’s Office.

The position does not independently make management decisions on behalf of the General Manager unless specifically authorized and is expected to exercise appropriate judgment in managing routine administrative matters and escalating issues requiring management attention.

Are you the right person?

Please submit your application and resume by September 6th