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Executive Secretary - TIME Oak Hotel & Suites

TIME Hotels

Posted on August 6, 2018

1 - 2 years Abu Dhabi - United Arab Emirates

Any Nationality

Opening 01

Job Description

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We are looking for a candidate who has attention to detail and is results-driven andadaptable, actively pursues personal and professional development opportunitiesproviding senior level of secretarial, clerical and administrative support in order to ensure that services are provided in an effective andefficient manner and would also demonstrates a good work/life balance.
Specific Duties and Responsibilities :

To deal with in-coming and out-going mail on a daily basis and distribute in a timely manner.

To take incoming and placing all outgoing telephone calls promptly and courteously as per standard procedure.
• To handle and manage the Area Vice President schedules and calendars; and arrange
• Maintaining stocks of office stationery.

To attend and take minutes for the Department Heads Meeting.

To develop and maintain office procedures and systems and ensure smooth office operations, with a trace system in place.

To ensure that all incoming external reports are issued in a timely manner.

To liaise with all management and staff in a spirit of team work to ensure a smooth and efficient administration of the hotel.

Reminding department heads of reports due.

Prepares, assembles and distributes various reports and documents as compiled by the AVP.

Keeps AVP s calendar constantly updated to facilitate appointment and meeting schedules.

Establishes and maintains various filing/records/database of business contacts, traces pending items and follows up as appropriate.

Functions as an administrative link between and among all levels of hotel employees, guests, and external contacts to ensure that all parties receive the relevant information.

Prepares complimentary vouchers as requested by individual departments and business contacts and keeps an updated record master file.

Sending accurate replies to all guest comments and feedback signed by the AVP.

Prepares the weekly summary report of guest comments and suggestions.

Work according to the workload and pressure and be available for overtime when required.

Performs other duties as assigned by the General Manager
General Responsibilities:

To understand and strictly adhere to the Rules & Regulations established in the Employees

Handbook and the Hotel s policy on Fire, Health and Safety.

To report for duty punctually wearing the correct uniform and name tag at all times. To be able
to work split shifts as and when required.

To maintain a high standard of personal appearance and hygiene at all times.

maintain a high standard of personal appearance and hygiene at all times.

To maintain a good rapport and working relationship with staff in all other departments.
• To attend and contribute to all Staff meeting, Department Heads meeting and Hotel trainings scheduled and other related activities.

To project at all times a positive and motivated attitude and exercise self control.
Occasional Responsibilities:
• To carry out any other reasonable duties and responsibilities as assigned.
Legal Responsibilities :
• To ensure that the standards required by Law and by Management are maintained at all times and to keep all read, told, overheard information of the company and management strictly confidential at all times.

Contact: Yassmin Ahmed

Reference: CatererGlobal

Job ID: 82654161


Hotels / Hospitality

Secretary / Front Office / Personal Assistant (PA)

Keywords

Administration Vice President Executive Secretary Management Relationship Databaseiness Executive Associate Vice President

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TIME Hotels

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