The Personal Assistant will provide exceptional administration support to the Cluster General Manager. He / She will provide secretarial support to the Cluster General Manager, follows up on deadlines, compiles surveys, reports and business plans.
The role involves handling confidential information and documents.
Key Responsibilities Main Duties
Greets persons entering the office, determine nature and purpose of visit, and direct / escort to destination.
Opens, reads, and prepares answers to routine letters. Locates and attaches appropriate files to incoming correspondence requiring replies.
Takes and distributes meeting minutes to appropriate individuals.
Handles and distributes incoming and outgoing mail to the Cluster General Manager
Creates and maintains computer- and paper-based filing and organization systems for records, reports, documents, etc.
Transmits information or documents using a computer, mail, or facsimile machine.
Prepares letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.
Operates standard office equipment other than computers such as telephone, fax and photocopier.
Keeps ClusterGeneral Manager’s calendar constantly updated on appointment and meeting schedules.
Functions as an administrative link between and among all levels of hotel employees, guests, team members and external contacts to ensure that all parties receive the relevant information.
Arranges for various meetings, takes minutes of any management meetings as they arise.
Organizes business travel arrangements for the Cluster General Manager
Ensures smooth operations within the executive department.
Has daily organisation of all incoming mail, calls and tracing file.
Supports to the Cluster General Manager with all office administration.
Plans internal events and meetings.
Evaluates guest questionnaires / supervises Customer Satisfaction Tool.
Acts as an internal mediator between departments.
Prepares and coordinates VIP arrivals etc.
Organises travel arrangements for the Cluster General Manager.
SKILLS & COMPETENCIES
Excellent verbal and writing communication skills
Excellent Organization and planning skills
Knowledge of hotel operations
Strong Computer literate
Ability to follow instruction
Working well under pressure
Alongside these key competencies, the incumbent of the role will be required to demonstrate the fundamentals of the company’s Count on Me! Service culture to be responsive, respectful and deliver a great experience.
Education & Experience
A minimum of 2-4 years’ experience in a similar capacity at any 5 star international hotel.
Preferably experience in a branded international hotel chain
Assertive, organised and punctual
Fluent in English, Arabic is plus
Initiative, discretion and judgement of a high order with the ability to maintain confidentiality.
Pleasant, tactful and approachable personality.
Self-motivated, reliable and willing to work flexible hours.
Demonstrated high level computer literacy skills, word processing packages and various computer applications.
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