Executive Secretary

Job Description

Key Deliverables and Responsibilities

Planning and Organizing

• Schedule Management: Manage the General Manager's calendar, including scheduling meetings, appointments, and travel arrangements.
• Event Coordination: Organize and coordinate events, meetings, and conferences, ensuring all logistical requirements are met.
• Documentation: Prepare and manage correspondence, minutes of meetings, reports, and documents, ensuring they are professionally formatted and error-free.
• Project Support: Assist in the planning and execution of projects and initiatives as directed by the General Manager.

Operational

• Communication Liaison: Serve as the primary point of contact between the General Manager and internal/external stakeholders, ensuring clear and timely communication.
• Meeting Preparation: Prepare agendas, take minutes, and follow up on action items from meetings.
• Travel Arrangements: Organize travel itineraries, accommodations, and related logistics for the General Manager and senior management team.
• Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality at all times.

Administration

• Office Management: Ensure the smooth running of the General Manager's office, including maintaining office supplies and equipment.
• Record Keeping: Maintain accurate and up-to-date records, including filing systems, contact lists, and databases.
• Budget Monitoring: Assist in monitoring and managing the departmental budget, ensuring expenditures are tracked and reported accurately.
• Policy Compliance: Ensure compliance with hotel policies and procedures, particularly in relation to administrative processes and data management.

Qualifications and Skills

• Education: Bachelor’s degree in Business Administration, Hospitality Management, or a related field.
• Experience: Minimum of 5 years of experience in an executive assistant or administrative role, preferably within the hospitality industry.
• Skills:
  • Excellent organizational and time management skills.
  • Excellent written and verbal communication skills.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to handle multiple tasks and prioritize effectively.
  • High level of professionalism and discretion.
  • Strong interpersonal skills and the ability to build relationships at all levels.

Personal Attributes

• Detail-Oriented: Keen attention to detail and accuracy in all tasks.
• Proactive: Self-starter who can anticipate needs and take initiative.
• Adaptable: Ability to adapt to changing priorities and work effectively under pressure.
• Team Player: Collaborative approach and ability to work well within a team.

Qualifications

• Bachelor's degree in Business Administration, Hospitality Management, or a related field is required.
• Minimum of 5 years of progressive experience in an executive assistant or administrative support role, with preference given to candidates with hospitality industry experience.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Demonstrated expertise in calendar management and scheduling systems.
• Proficiency in database management and record-keeping systems.
• Exceptional organizational and time management capabilities with proven ability to manage multiple priorities simultaneously.
• Superior written and verbal communication skills with the ability to communicate effectively across all organizational levels.
• Advanced interpersonal skills with demonstrated ability to build and maintain professional relationships.
• Demonstrated ability to work effectively under pressure while maintaining accuracy and attention to detail.
• Strong commitment to confidentiality and professional discretion when handling sensitive information.
• Proactive approach with the ability to anticipate needs and exercise independent judgment.
• Adaptability and flexibility in responding to changing organizational priorities and requirements.

Additional Information

Directly opposite to The Dubai Mall, the iconic Burj Khalifa, 10 minutes walk to the Dubai Metro Station and within a few minutes’ drive to DIFC, World Trade Centre and just 15 minutes’ drive from Dubai International Airport, Swissotel Al Murooj is located in downtown Dubai, one of the city’s favoured destinations for business or leisure.