Hospitality Assistant

KEY OUTPUTS

1. Her Excellency’s schedule of appointments.
2. Management of Her Excellency’s wardrobe
3. Housekeeping in Her Excellency’s dressing room and other assigned areas.

KEY AREAS OF RESPONSIBILITY

Technical/Professional Responsibilities – Personal Care & Support Duties

1. Monitors Her Excellency’s Diary in order to be kept abreast of her appointments.
2. In collaboration with the Private Secretary to Her Excellency, the Hospitality Assistant updates Her Excellency in advance on upcoming appointments.
3. Coordinates with Private Secretary to Her Excellency to ensure documentation of appointments and the necessary elements are in place (such as health cards are available for Doctors appointment, test results are collected, specific instructions for tests are known and adhered to).
4. Collaborates and coordinates with His Excellency’s Valet re matters relating to Their Excellencies’ mutual attendance at events.
5. Cares for all items in Her Excellency’s wardrobe; keeps them in readiness for wear at all times.
6. In consultation with Her Excellency, selects appropriate attire for appointments and personal activities. 
7. Carries out housekeeping tasks in Her Excellency’s dressing room and other personal spaces.  Keeps the areas in immaculate condition at all times.
8. Organizes and maintains drawers, closets and other areas used for storing clothing and personal items.
9. Repairs garments as and when necessary.  Consults with Her Excellency’s seamstress or other experts as required to carry out alterations and repairs.
10. Carries out periodic deep-cleaning of closets, drawers and other storage areas according to established frequency. Consults with the Household Manager as required.
11. Airs all clothing not worn within a period of at least one month. Removes all items from the closet area and vacuums everywhere to prevent moth infestation.
12. Stores clothes as required in sealed plastic bags and puts moth or cedar balls in the closet or storage areas.
13. Conducts a quarterly wardrobe audit. Recommends seasonal items for storage as well as the removal of worn items.
14. Complies with and carries out required actions for storage or disposal of items as instructed by Her Excellency.
15. Brushes, steams and irons clothing, cleans shoes and ensures that personal items are maintained at all times.
16. Lays out clothing to be worn each day and for each event. Ensures that all items required for personal care are in readiness for use. Monitors personal care products and recommend replenishing in advance.
17. Carries out personal care duties for Her Excellency as required. Presents the various articles as needed for dressing. Assists Her Excellency with dressing or un-dressing as needed.
18. Checks to ensure that Her Excellency is appropriately groomed prior to departing the Residence.
19. Disseminates information from Her Excellency to relevant staff and other personnel as directed and relates feedback accordingly.
20. Relates to Her Excellency’s Driver and Close Protection Officers re arrangements prior to her departing the Residence. 
21. Coordinates with the Private Secretary to Her Excellency and the Aide-de-Camp to The Governor-General to ensure speeches, briefing notes and related documents are prepared and readily available for Her Excellency’s use and information. 
22. Retrieves files, books and documents, which may be required by Her Excellency to be taken to events and appointments or while travelling; ensures that they are secure in her briefcase or carry-on bag.
23. Receives Her Excellency on her return from events or appointments. Verifies that the Private Quarters are in immaculate condition and in readiness for her return.
24. Remains on-call throughout the day to ensure that Her Excellency’s needs are met.
25. Prepares Her Excellency’s luggage for travel, packs sufficient and appropriate clothing as well as linens for the trip. Unpacks on her return and applies the required cleaning and airing techniques for all clothing, other items and luggage.
26. Accompanies Her Excellency on trips as required. On arrival at the location, takes charge of all luggage and attends to Her Excellency’s needs.
27. Receives and welcomes all of Her Excellency’s guests to the Residence and attends to their needs for the duration of their stay.
28. Answers telephones and receives in-person messages for Their Excellencies; delivers messages, ascertains feedback and reverts to sender in a timely manner.
29. Performs any other related duties which may be assigned.

Technical/Professional Responsibilities – Food & Beverage Service

1. Provides support in setting up table appointments for events hosted by Their Excellencies.
2. Assists with food and beverage service to Her Excellency at events hosted or attended by them.
3. Liaises with the Head Chef in the Residence on menus and meal service times for Her Excellency.  Prepares specific items as required.
4. Confirms in advance that all arrangements are in place for timely food and beverage service for Her Excellency.  Coordinates with the other Hospitality Assistants to deliver timely service.
5. Assists with polishing and storing silverware, dinnerware, glassware and other items used for food and beverage service.

Other Responsibilities

1. Be a good team player and assist with duties relating to providing service to Their Excellencies, their family and guests.
2. Be au fait with current affairs and matters of personal interest to Her Excellency to facilitate conversation.

PERFORMANCE STANDARDS

1. Her Excellency’s appointments are scheduled and met as required.
2. Her Excellency’s dressing room, private areas, closets, drawers and other storage areas are maintained in a clean and orderly manner at all times.
3. Garments are repaired, cleaned, ironed, organized accordingly and available to be worn when desired. Garments required for specific occasions are selected and laid out appropriately.
4. Her Excellency is appropriately groomed to her taste, prior to departing the residence.
5. Personal care duties for Her Excellency are carried out to her satisfaction.
6. The appropriate documents, files and books needed for travelling and or appointments are made available to Her Excellency.
7. Her Excellency’s needs are attended at all times during food and beverage service on all occasions.
8. The support provided in food and beverage service is at the standard required.
9.  All standards of customer service, personal presentation, efficiencies and cleanliness as required are upheld.

REQUIRED KNOWLEDGE SPECIFIC TO THE POSITION

1. Understands the Conventions of Protocol.
2. Knowledgeable of hairdressing and other personal care techniques.
3. Knowledge of coordination of garments, colours, accessories, fabric and their care. 
4. Knowledge of the operation and care of industrial and domestic household machines
5. Knowledge of food and beverage preparation and service.
6. Knowledge of housekeeping tasks. 
7. Understanding of health and safety issues.