The Executive Assistantshould exercise a high degree of business acumen in makingprofessional judgments and maintaining confidentiality.
TheExecutive Assistant will provide proficient clerical andadministrative support working with limited supervision and minimaldirection, as well as being an active team player and occasionallysupporting the wider team, as necessary.
The Executive Assistantwill have prior experience of working in a high pressuredenvironment and be able to demonstrate strong administrative andorganisational skills with particular attention to detail.
TheExecutive Assistant must have the ability to prioritise tasksefficiently and in an accurate and timely manner, often underdemanding timescales and at short notice.
The Executive Assistantis required to manage the workload and provide guidance whilstdelegating work effectively.
Education and Experience
Minimum of 4years’ experience in a similar position at thislevel.
Demonstratedexperience in working in a fast-paced, multi-task environment,providing administrative support to Senior Executives.
Excellent PowerPoint and Excelskills, with potential to prepare presentations.
Skills and Knowledge :
Excellent organizational, interpersonal andcommunications skills
Sensitive to the dynamics of the regional cultures andexperienced in dealing with internal and external contacts at alllevels
Ability tomaintain and treat highly confidential information with absolutediscretion
Verypresentable with an approachable yet confident personality;demonstrates flexibility and has a positive can-doattitude
Highlyadaptable, resilient and able to work under pressure and to tightdeadlines with limited supervision and minimal direction
Maintains high performancestandards : ensuring that all work is effectively complete, monitorsthe progress of work against schedules and departmentalrequirements, works effectively by using a highly collaborativestyle
Creates anatmosphere in which timely information flows smoothly both upwardand downward through the department; possesses exceptionalcommunications skills
Actively pursues learning and self-development to enhancepersonal, professional and business growth.
Proactive with initiatives and potential needsof the COO
Education orCertification :
Must be fluent inEnglish both written and verbal andexperienced at communicating at all levels
Excellent working knowledge of MS office Word,Excel, Outlook and PowerPoint
The following arespecific responsibilities and contributions critical to thesuccessful performance of the position :
Acts as a gate-keeper for the ChiefOperating Officer, Middle East by managing calendar. This involvesusing discretion in identifying critical items, setting up meetingsor conference calls and making changes with minimalinvolvement.
Composes all types ofcorrespondence, documents, letters or presentations on behalf ofthe Chief Operating Officer, Middle East to be shared and used bythe department or senior level executives of the company.
Correspondence may also be directed toward hotel owners or outsideorganisations.
Overseeing and managing thetravel arrangements and travel itineraries for the Chief OperatingOfficer, Middle East. The travel may involve multiple stops,extended trips and frequent / unanticipated changes.
Proactively maintain files and department common filesand maintain department trace system (staff review dates,department conference calls, team meetings, etc.).
Arranges or performs administrative functions for smallto large-scale meetings or conferences on behalf of operationsteam.
Responsible for evaluating alternativesand making decisions regarding logistics and pricing for the roomand audio-visual set-up, catering, meeting agenda and materials,and possibly travel arrangements for the participants.
Incumbentwill be responsible for managing all administrative aspects formeetings and conferences.
Handles specialreporting projects and requests, which could include presentations,monthly reports, budget schedules, accumulating data / informationfrom team / department, when needed.
This work may include data entryand / or basic analysis and developing databases orspreadsheets.
Basic administrative functionssuch as processing expenses, copying, filing, distribution ofmaterials and any other duties as assigned.
Support for other special projects as assigned (i.e.ordering department gifts, organizing department functions,relocating department, assisting with new hires and transfers,etc.).
Answers departmental telephone line(s);provides callers with responses to all types of requests, bothroutine and those requiring research and follow up;
directs callsto the appropriate person or takes messages. Develops alternativesto handle requests when many times the problems are not clearlyidentified or involve sensitive issues.
Routinely responds backdirectly to the caller after performing research or followup.
Identify areas where new administrativepolicies and procedures may be necessary within the department. Theincumbent will initiate the project to develop the new policy orprocedure.
Provides cover to otheradministrative roles within the department during annual / sickleave.
Maintaining the Middle East OwnerDatabase, Owner EIDs, Owner Bonvoy and take care of Owner hotelreservation requests
Informs, updates, and provides information tosupervisors, co-workers, and subordinates by telephone, in writtenform, e-mail, or in person in a timely manner.
Attends and participates in all relevantmeetings.
Presents ideas, expectations andinformation in a concise, organized manner.
Uses problem solving methodology for decision making andfollow up.
Maintains positive workingrelations with internal customers and departmentmanagers.
Manages time effectively andconducts activities in an organized manner.
Performs other reasonable duties as assigned bymanager.
Performs other related tasks asassigned by management.
Complies with MarriottInternational Hotels Limited Continent Office policies andprocedures.
Working hours as required to doyour job but normally not less than 48 hours per week.
Executive Assistant will be expected to respond to urgentrequests from the COO after hours or at weekends.