28 Oct
Dubai Holding
Dubai
Description
Jumeirah Zabeel Saray - Executive Assistant to General Manager
United Arab Emirates
JOB DESCRIPTION
About Jumeirah & the Hotel
Jumeirah Group, a member of Dubai Holding, has been making a distinguished impact on the global hospitality market for more than two decades with its Stay Differentxe2x84xa2 brand promise.
Its award winning destinations, such as the iconic Burj Al Arab Jumeirah, position service beyond expectations, elevated signature dining destinations and surprising architecture and design at the heart of every guest experience.
Today, Jumeirah operates a world-class portfolio of 25 properties across the Middle East, Europe and Asia and employs over 8,000 colleagues,
representing over 106 nationalities.
As Jumeirah continues to expand its global portfolio and scales up its operations to the next level of growth, it remains fully committed to developing and empowering our colleagues to excel in world class environments.
Jumeirah is committed to embedding equality, diversity, and inclusion in all its practices, embracing a culture that celebrates diversity.
Jumeirah Zabeel Saray is a luxurious beachside resort located on the west crescent of the iconic Palm Jumeirah in Dubai. The interior of the resort is inspired by the ancient palaces of Turkey and features hand-painted finishings, Turkish artworks and stunning murals inspired by the Golden Age of the Ottoman Empire. The resort offers 405 rooms and suites, 38 Royal Residences and the award-winning Talise Ottoman Spa, one of the largest and most luxurious spas in the Middle East. The resort offers Sinbad's Kids Club complete with splash park,
nightlife destination Zabeel Theater and a collection of diverse restaurants which offer a vibrant selection of culinary experiences. The resort also offers motorised and non-motorised water sports, complete with private jetty offering shuttle boat transfers to and from the main-land of Dubai.
About the Job
To ensure that the planning, coordinating, administration as well as communications and information functions and duties of the Executive Assistant are carried out in a professional, discreet, exact and prompt manner in accordance with the expected standards.
Communication:
Internal
Management team and all colleagues within the hotel
Admin support of other SBUs/SSUs
External
Owner's representatives
Outside companies
Government offices
Guests
Clients
Partners
Main Duties
Arrange meetings with external and internal guests
Deal with all telephone enquiries promptly and accurately recording messages for the General Manager.
Check General Manager's electronic mails for any urgent messages and print out as required; in his absence, ensure matters are referred to alternative Executive Committee members for action and ensure response is made where required
Check guest information from Opera Cloud as and when required
Ensure daily and weekly reports are on hand prior to the respective 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
Maintain an up to date comprehensive filing system ensuring relevant correspondence is filed and old correspondence/files are cleared out regularly (or at least annually)
Receiving and sorting incoming and outgoing mail on a daily basis; opening all correspondence/mails addressed to the General Manager unless clearly marked private and confidential
To manage an efficient and effective trace system for the General Manager to ensure action is taken at the appropriate time on relevant matters. Similarly, ensure follow up is done on matters initiated and requiring a response and deadlines are kept
To perform any other secretarial duties as requested by the General Manager or on his behalf
Write correspondence and reports from the Office of the General Manager received in manuscript or dictated form.
Greet all guests and visitors in a friendly manner and deal with them appropriately
Maintaining adequate stocks of stationery
Support the Hotel Manager in arranging appointments and perform any other secretarial duties as requested by the Hotel Manager or on his/her behalf
Administrational
Attending various departmental meetings and preparing the minutes for distribution
Regularly update business contact list in Outlook
Coordination with colleagues who wish to meet the General Manager - giving them directives according to the Hotel policy and to take right route for resolving their issues, not to overload the General Manager
Ensure all office equipment are functional at all times with adequate supplies of paper, toner, etc. call IT/maintenance engineers when required
Handling complaints and/or commendation letters, replying back to guests after investigation
Closely monitor the General Manager's e-mails during his vacation or absence
Handling Rooms/Restaurant/Spa Reservations and show around requests of guests who contact General Manager's office
Keeping all read, told, overheard information of the company and management strictly confidential at all times
Obtaining the General Manager's timely approval of purchase requests, status changes, new hire requests, leave applications by his/her direct reports and all other requests in the Tahweel system and all other approval schemes in place.
Liaising with all department heads and colleagues in a spirit of teamwork to ensure a smooth and efficient administration of the hotel
Liaising with the travel department on flight arrangements for business purposes and to arrange hotel accommodation where applicable
Maintaining identical diaries of events, having ready the necessary correspondence / reports available to assist at meetings
Meeting guests on behalf of General Manager in his absence or busy schedules as per his directives
Preparing personalized welcome cards for VVIP arrivals as well as special occasion cards
Preparing ExCom Roster/SMOD/WESMOD & Annual Holiday schedule for head of departments and relevant deputies
Prioritizing various documents of other departments,
which needs immediate attention
Providing essential two-way communication link between the hotel and the client at all times in order to create and maintain customer goodwill
Receiving and sorting mails on daily basis.
To act as liaison between Executive Committee members and the General Manager, ensuring all messages are passed on and meetings arranged as requested.
To attend any hotel functions as requested by the General Manager
To attend training and meetings as and when required
To be flexible and extend job duties to carry out any other reasonable duties and responsibilities within the job capability as assigned, including redeployment to alternative departments/areas if required, to meet business demands and guest service needs
To abide and adhere to the Jumeirah Business Conducts & Ethics as well as the policies and procedures relating to Fire, Hygiene, Health and Safety
Keep the General Manager's mailing list up to date for events such as Christmas and New Year to send out special occasion cards
To maintain good working relationships with colleagues and all other departments
To provide a friendly, courteous and professional service at all times and adapt a smart and professional dress code in accordance with set standards
To respond to any changes in the department as dictated by the needs of the industry, company or hotel operation
To take an interest in and keep up to date with events occurring in the hotel
Assign and train a colleague on working methods in the Executive Office to ensure that all runs smoothly in the PA's absence
Reminding department heads of reports due for submission
Responsible for scheduling / coordinating the following meeting
Daily Morning Briefing
Monthly Executive Committee Meeting
Operations (Department Heads 1-2-1)
Monthly Business Reviews with Jumeirah Corporate team and Owner's Representatives
ExCom Members' Performance Review and Annual Appraisals
Yearly ExCom Strategy Retreat
ExCom Team Building events
Other ad hoc meetings as required by the GM/Corporate Office/Owner's Representatives
This includes notification of date, time, location of meetings to all attendees and advising attendees of any changes well in advance
Keeping the General Manager and Hotel Manager informed of confirmed appointments and ensuring there is enough time in between meetings as well as ensure that internal attendees arrive on time
Follow up on meeting minutes and ensure that Department Heads have actioned tasks in a timely manner as requested by the General Manager
Work according to the workload and pressure and being available for overtime when required
Organizing Birthday celebrations for Executive Committee.
About You
The ideal candidate for this position will have the following experience and skills:
Essential
At least High School Diploma or equivalent
Must have an excellent command of the Business English language - written and spoken, computer literate, possess exceptional accuracy and speed in typing and has the ability to perform self-initiated correspondence.
Is honest, helpful and able to work under pressure.
At least three years experience as Personal Assistant/Executive Assistant to a Senior Manager
Must have excellent communication skills
Microsoft Office proficiency
Analytic thinking skills
Excellent coordination skills
High organization and administrative skills
Flexible and easy to adapt
Service Oriented
Team player
Goes the extra mile where possible
Maintains communication with department heads and respective teams
Excellent listening skills
Problem solving and follow-up abilities
Effortless Service focused
Desired
Formal Secretarial qualification
Detailed knowledge of outlook/Accuracy in typing/ Shorthand/ Dictation
Should be able to communicate well at all levels
Has worked in multi cultural environment
Has worked in Hospitality sector
Basic knowledge of Hotel Operations
Knowledge of Opera Cloud
Excellent listening skills
Problem solving and follow-up abilities
Critical thinking and delegating skills
Creativity
Flexible approach to people and tasks
Positive attitude
Great Motivator
Dynamic personality
Makes life easier and enjoyable for everyone
Self starter
About the Benefits
We offer an attractive tax-free salary, paid in Dirhams (AED), the local currency of the UAE. In addition, we offer generous F&B; benefits, reduced hotel rates across our properties globally, excellent leave and health care package, flights home, life insurance, functional incentives and other employee benefits making the role attractive to high performers and any applicant looking for a career with one of the most luxurious brands in the hospitality industry.
APPLY NOW
JOB INFO
Job Identification 1642
Job Category Executive Office
Apply Before 20/09/2023, 23:16
Degree Level Bachelor's Degree
Job Schedule Full time
Locations The Palm Jumeirah, Dubai, AE
Joblinks.ae
▶️ Executive Assistant To General Manager
🖊️ Dubai Holding
📍 Dubai