Executive Assistant To The General Manager

Mandarin Oriental

Based at the Emirates Palace Mandarin Oriental, Abu Dhabi within the Executive Office, the Executive Assistant to the General Manager will provide superior administrative support to the General Manager and Executive Office, as well as support to the Hotel Manager and Executive Committee as directed. The Executive Assistant reports to the General Manager of the property.

As Executive Assistant to the General Manager, you will be responsible for the following duties:

• Disseminate / communicate all corporate and hotel policies and standard operating procedures to the colleagues as required.
• Ensures all reasonable steps to safeguard stored information and not divulge or otherwise transfer any personal data concerning the guests, customers or colleagues, or any confidential information concerning the hotel unless with the appropriate authority.
• Assist the General Manager in ensuring the smooth administration and operation of the Executive Office
• Process and respond to all correspondence in a timely manner at a professional level
• Manage and administer the filing systems of the General Manager s office, taking care to ensure all filed documents are up to date with the latest revisions
• Maintain a high degree of confidentiality, diplomacy and attention to detail in all matters pertaining to the Hotel.
• Prepare and provide the necessary documents for the General Manager s upcoming meetings within a suitable timeframe in advance of the meeting
• Answer telephone calls promptly as per the Mandarin Oriental standard and handle enquiries professionally, with full telephone cover at all times during office hours
• Ensure that appropriate action is taken on matters arising during the General Manager s absence and keep the relevant individuals informed of all developments
• Carry out administrative duties required by the General Manager, including photocopying, scanning, word processing, binding, organising files
• Ensure the trace file is accurately maintained in accordance with the General Manager s requirements
• Assist the General Manager in the coordination of personal matters where required
• Minute and document the General Manager s meetings as and when required, ensuring that minutes are distributed to the necessary individuals within a suitable time frame following the meeting
• Schedule the meetings of the General Manager and ensure calendars are maintained and accurate
• Prepare the expense reports of the General Manager as when required
• Prepare travel itineraries and complete airline/accommodation/transportation arrangements at the expected standard for the General Manager and Corporate representatives
• Create and prepare reports as required by the General Manager, relating to both operations and administration
• Create and update the General Manager s PowerPoint presentations, and where necessary, communicate and transfer the PowerPoint file to the necessary parties in advance of the presentation
• Ensure all documents provided to the General Manager by the Hotel meet the expected documentation standards
• Ensure guests comments and complaints are brought to the General Manager s attention in a timely manner
• Maintain a good professional relationship with the Executive Committee of the Hotel in order to facilitate communication
• Ensure the General Manager and Executive Office are adequately equipped with the required stationery
• Compose, type, proof-read and summarize correspondence, memorandums, reports and documentation for the General Manager
• Attend trainings as directed by the General Manager to develop and acquire the skills necessary to operate at the expected professional level.
• Meet with guests and clients on behalf of the General Manager to make the appropriate introductions and initiate channels of communication.
• Support operational divisions as required under the direction of the General Manager.