Excretive Secretary

Basic Function

Responsible for performing secretarial duties of such nature as to relieve the General Manager of all possible routine and detail.

Duties & Responsibilities:

1. Types minutes letters circulars memos reports forms contracts and other correspondence including those of a confidential nature; sees their mailing or distribution to all concerned.
2. Takes down and transcribes dictations and minutes of meetings such as Executive committee and Department Heads meetings and drafts routine or simple correspondence for approval of superior.
3. Files correspondence memos reports and other related materials for ready reference; maintains individual files for each concessionaire and expatriates transfers obsolete material to inactive file or storeroom.
4. Receives screens places phone calls and arranges appointments for the superior.
5. Receives screens office callers and visitors; schedules and sets up appointments.
6. Receives opens and reads all inter-office memos and incoming mail for the General Manager except those marked Confidential or Personal; brings to the superiors attention those which are urgent and important requiring his action; forwards to appropriate personnel mail which they can attend to; dispatches all outgoing mail.
7. Operates fax machines and sends faxes including those of a confidential nature for the General Manager.
8. Receives dates opens and forwards to the General Manager all incoming faxes and forwards copies of the same to appropriate departments.
9. Maintains a trace file containing a list of letters or reports that have to be prepared on specific dates in the future; informs the General Manager or other personnel concerned of the same at an appropriate time; assists in clarifying to those personnel the details of and requirements for carrying out such activities.
10. Opens reads and sorts all incoming hotel mail in the absence of the Secretary to Resident Manager; forwards to departments or personnel concerned; prepares and forwards a list of cheques received by mail to Accounting.
11. . Ensures that conference rooms are cleaned and furnished with necessary materials for hotel meetings and conferences; reminds personnel who are supposed to attend; ensures it that snacks lunch & other foodstuffs are served to participants as instructed.
12. Maintains an adequate stock of office supplies; accomplishes necessary requisitions.
13. Prepares daily absences/Tardiness report for all personnel in the executive office; submits it to personnel.
14. Ensures proper handling use and maintenance of office equipment and supplies and the cleanliness and maintenance of her office and that of her superior.
15. Keeps track of activities and whereabouts of the driver Executive Office; notifies the latter of his assignments.

Qualifications :

Educational Background

• A degree in Business Administration Hospitality Management or related fields.
• Certifications in office management or secretarial skills may be advantageous.

Experience

• Previous experience as an executive secretary or in a similar administrative role preferably in the hospitality industry.
• Familiarity with hotel operations and management.

Skills

• Proficient in office software (Microsoft Office Suite email platforms etc.).
• Excellent organizational and multitasking skills.
• Strong written and verbal communication abilities.
• Ability to maintain confidentiality and handle sensitive information.

Personal Attributes

• Professional demeanor and strong interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Proactive and detail-oriented mindset.

Language Proficiency

• Fluency in English; additional languages may be preferred depending on the location and clientele.

Additional Information :

What is in it for you:

• Competitive extended benefits package including medical vision and dental for full-time permanent status
• Employee Travel Program
• Comprehensive Wellness Platform
• Discounts on food & beverage
• Opportunity to develop your talent and grow within Fairmont RAMLA RIYADH and over 5000 properties with Accor

By joining Accor every chapter of your story is yours to write and together we can imagine tomorrows hospitality. To discover the life that awaits you at Accor visit: what you love care for the world and dare to challenge the status quo! #BELIMITLESS

Remote Work :

No

Employment Type :

Full-time