Executive Secretary, Jumeirah Living WTCR Dubai

Jumeirah Living WTCR presently has a job opening for eligible candidate for the position of an Executive Secretary (Executive Office) in Dubai, UAE. Established in 1997, Jumeirah Group is a luxury hospitality company which operates a world class 6,500 key port folios of 23 luxury properties across Middle East, Europe and Asia. The group boasts some of the most prestigious and captivating properties in the world. From the iconic hotel and time less pinnacle of luxury, Burj Al Arab Jumeirah to modern twist on a British classic in the heart of Knightsbridge at The Carlton Tower Jumeirah, Jumeirah’s name is synonymous with service excellence, crafting exceptional experiences for everyone who walks through its doors. Beyond its properties and resorts, Jumeirah Group is also dedicated to destination dining experiences, combining most authentic & diverse cuisines.

Job Purpose of An Executive Secretary

The job purpose of an Executive Secretary is to provide high-level administrative support to top executives by managing their schedules, communications, and organizational tasks.

Duties of An Executive Secretary

• Arranging meetings with external and internal guests.
• Deal with all telephone enquiries promptly and accurately recording messages in the Message Book for the General Manager.
• Checking the Opera system for guest information.
• Arranging colleague lunch with the General Manager as and when required.
• Ensure daily and weekly reports are on hand prior to the daily and weekly meetings.
• Greeting all guests and customers in a friendly manner and dealing with them as appropriate.
• Handling incoming and outgoing telephone calls promptly, courteously in a mature manner and in accordance with the Jumeirah procedures.
• Has all the necessary paperwork in hand for the current working day.
• Opening all correspondence/mails addressed to the General Manager unless clearly marked private and confidential.
• Check mailbox several times a day for any mail, messages received and proceed as indicated.
• Keep the office area clean, tidy and presentable always.
• Manage an efficient and effective trace system for the General Manager.
• Send email and follow up for responses where required.
• Perform any other secretarial duties as requested by the General Manager or on her behalf and for hotel visitors and VIPs.
• Adapting a smart and professional dress code in accordance with set standards.
• Arranging site inspections for VIPs and corporate guests.
• Attending various departmental meetings and preparing the minutes for distribution.
• Business card Scanning and updating the business contact list.
• Handling Jumeirah Living Feedback and Jumeirah Living Info e-mails and making the necessary follow up with relevant persons / departments in the hotel.
• Co-ordination with Corporate Media & Marketing for photo shoots, magazines and site inspections.

What you’ll Do More?

• Coordination with colleagues who wish to meet the General Manager – giving them directives according to the Hotel policy.
• Ensure equipment in Executive Offices, including photocopier is always working with adequate supplies of paper, toner, etc. call maintenance engineers when required.
• Handling complaint or commendation letters replying to guests after investigation.
• Handling Rooms Reservation, Rest Reservation and Show around bookings for the guests who contact General Manager’s office.
• Keeping all read, told, overheard information of the company and management strictly confidential always.
• Maintaining identical diaries of events, having ready the necessary correspondence / reports available to assist at meetings.
• Meeting guests on behalf of General Manager in her absence or busy schedules as per her directives.
• Organizing Birthday celebrations and Gifts for senior management.
• Prioritizing various documents of other departments, which needs immediate attention.
• To prepare and submit departmental reports to corporate office before the due date on monthly basis.
• To act as liaison between Executive Committee members and the General Manager.
• Attend any hotel functions as requested by the General Manager.
• Attend training and meetings as and when required.
• Maintain good working relationships with your colleagues and all other departments.
• Process promptly all in and out going accommodation requests including EXCOM complimentary requests.
• Supervise any employee you are responsible for, ensuring that the correct standards and procedures are maintained.
• Take an interest in and keep up‑to‑date with events occurring in the hotel.
• Training the co-worker on working methods in the Executive Office to ensure that all runs smoothly in PA’s absence.
• To be responsible for scheduling / coordinating meetings.
• Keeping the General Manager informed of appointments and meetings scheduled and ensuring enough time for each meeting.

Who Can Apply?

Qualification

• Bachelors degree in Business Administration.

Experience

• At least 3-4 years’ experience as Executive Secretary to Senior Manager .
• Hospitality Industry Experience.

Certification

• Secretarial/ Administration certificate.

About the Benefits

• An attractive tax free salary.
• Generous F&B benefits.
• Reduced hotel rates across the globe.
• Excellent leave and health care package.
• Flights home, life insurance and other employee benefits.

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