Executive Secretary

Company Description We are far more than a worldwide leader in hospitality. We welcome you as you are and offer opportunities to find a role and brand that truly match your personality and aspirations. At Ennismore, we are committed to supporting your growth and learning every day, ensuring that your work brings purpose and fulfillment to your life. During your journey with us, you will have the opportunity to explore limitless possibilities, shape your own story, and help us imagine the future of hospitality together. Rixos Murjana is a self-contained paradise where everything you desire is effortlessly within reach. Consistently offering guests hospitality experiences that transcend the ordinary, this new Rixos Hotels’ property in Saudi Arabia is set to redefine hotel stays in the Kingdom. Spanning 275,000 square metres, the very best of indulgence, relaxation, and adventure come together in an All-Inclusive experience like no other- all-encompassing, uncompromising, and unmatched. Job Description About the Role The Executive Secretary / Personal Assistant provides comprehensive administrative and secretarial support to the Regional General Manager. The role involves handling confidential and sensitive information and requires a high level of discretion, professionalism, organization, and integrity. The position is responsible for the smooth day-to-day administration of the Executive Office, including scheduling, correspondence, filing, meeting coordination, information flow, reporting, and follow-up. The Executive Secretary may also provide administrative support to other key Department Heads in accordance with internal hotel requirements. Key Responsibilities Executive Office & Administration • Provide comprehensive secretarial and administrative support to the Regional General Manager. • Manage calendars, appointments, meetings, correspondence, and daily office activities. • Prepare business correspondence, memoranda, reports, forms, and confidential documents. • Maintain an organized filing and document management system. • Answer and channel telephone calls and receive and screen visitors and office callers. • Receive, sort, distribute, and dispatch incoming and outgoing correspondence. • Ensure the proper handling and maintenance of office equipment and supplies. • Maintain the cleanliness and organization of the Executive Office. Meetings & Information Management • Attend meetings and prepare accurate minutes and meeting notes. • Maintain records of daily briefings, follow-ups, and important information for the Regional General Manager. • Ensure effective information flow between the Executive Office and relevant hotel departments. • Ensure that internal memos and communications are properly distributed and reach the relevant departments. • Prepare daily updates on major hotel activities for the Regional General Manager during their absence. • Proactively identify and communicate relevant issues, ideas, and areas for improvement. Duty Manager & Department Heads Coordination • Coordinate the distribution, filing, and information flow of Duty Manager reports. • Assist in preparing the monthly duty planning for Department Heads in coordination with the Hotel/General Manager. • Gather and consolidate attendance information for Department Heads, including working days and days off. • Make necessary updates or corrections and provide the relevant overview to the Regional General Manager. In-House Materials & Communications • Prepare and format internal and guest-facing materials, including menus, guest letters, forms, and other communications when required. • Ensure materials are presented professionally and in line with company Corporate Design requirements, including approved fonts, logos, and layouts. • Coordinate with relevant departments to ensure guest communications and materials are accurate and up to date. General Responsibilities • Maintain a thorough understanding of hotel policies, procedures, operational standards, and relevant company documentation. • Ensure compliance with applicable hotel policies, procedures, and legal requirements. • Support emergency preparedness and ensure familiarity with the hotel's emergency procedures. • Maintain relevant vacation and public holiday records and provide consolidated information to the Director of HR when required. • Support Task Force teams and new hotel openings when required. • Perform any other reasonable duties and responsibilities as assigned. ISO & Integrated Management System Compliance All employees are responsible for complying with the established ISO Integrated Management System, including Quality, LQA, Environment, Health, Safety & Risk Management, Food Safety Management, and Customer Complaint Handling Management Systems, as well as applicable policies, procedures, manuals, SOPs, and legal requirements. The role is expected to contribute to risk management, environmental impact assessment, pollution prevention, energy and water conservation, quality improvement, guest satisfaction, and continual improvement initiatives. Qualifications • Previous experience in a relevant Executive Secretary, Personal Assistant, or administrative role, preferably within the hospitality industry. • Excellent knowledge of Microsoft Office applications. • Strong organizational and time-management skills. • Excellent written and verbal communication skills. • High level of confidentiality, discretion, and professionalism. • Strong attention to detail and accuracy. • Ability to manage multiple priorities and work effectively under pressure. • Proactive approach with sound judgment and problem-solving skills. • Ability to work independently and collaboratively as part of a team. • Good knowledge of hotel operations, policies, and procedures is an advantage. Show more Show less

Provide comprehensive secretarial and administrative support to the Regional General Manager. Manage calendars, appointments, meetings, correspondence, and daily office activities. Prepare business correspondence, memoranda, reports, forms, and confidential documents. Maintain an organized filing and document management system. Answer and channel telephone calls and receive and screen visitors and office callers. Receive, sort, distribute, and dispatch incoming and outgoing correspondence. Ensure proper handling and maintenance of office equipment and supplies. Maintain the cleanliness and organization of the Executive Office. Attend meetings and prepare accurate minutes and meeting notes. Maintain records of daily briefings, follow-ups, and important information for the Regional General Manager. Ensure effective information flow between the Executive Office and relevant hotel departments. Ensure internal memos and communications are properly distributed and reach the relevant departments. Prepare daily updates on major hotel activities for the Regional General Manager during their absence. Proactively identify and communicate relevant issues, ideas, and areas for improvement. Coordinate the distribution, filing, and information flow of Duty Manager reports. Assist in preparing the monthly duty planning for Department Heads in coordination with the Hotel/General Manager. Gather and consolidate attendance information for Department Heads, including working days and days off. Make necessary updates or corrections and provide the relevant overview to the Regional General Manager. Prepare and format internal and guest-facing materials, including menus, guest letters, forms, and other communications when required. Ensure materials are presented professionally and in line with company Corporate Design requirements, including approved fonts, logos, and layouts. Coordinate with relevant departments to ensure guest communications and materials are accurate and up to date. Maintain a thorough understanding of hotel policies, procedures, operational standards, and relevant company documentation. Ensure compliance with applicable hotel policies, procedures, and legal requirements. Support emergency preparedness and ensure familiarity with the hotel's emergency procedures. Maintain relevant vacation and public holiday records and provide consolidated information to the Director of HR when required. Support Task Force teams and new hotel openings when required. Perform any other reasonable duties and responsibilities as assigned.