Executive Office Manager

JOB SUMMARY

Supports the General Manager and his/her team by completing administrative responsibilities. Duties include organizing composing and distributing correspondence to both employees and guests initial response and follow up to inquiries and collecting and tracking problem resolution information.

CANDIDATE PROFILE

The candidate preferably holds a bachelors degree in business administration Hospitality Management or a related field with a minimum of 3-5 years of progressive experience in administrative and office management ideally within a 5-star hotel or luxury hospitality setting.

Leadership skills are essential with the ability to manage office operations independently take initiative and work without supervision.

The role requires excellent organizational and project management abilities advanced proficiency in MS Office applications and familiarity with hotel or property management systems is an advantage.

The candidate must demonstrate outstanding communication and presentation skills as well as interpersonal skills with proven capability in handling executive-level and ownership correspondence as well as managing highly sensitive and confidential information with the utmost discretion.

A detail-oriented proactive and adaptable approach with pleasing personality is vital along with a high level of integrity and commitment to excellence.

Fluency in English and Arabic is required.

CORE WORK ACTIVITIES

Providing Documentation and Reporting Support

Assists managers in preparation of various reports and presentations.

Assists with the design and preparation of statistical reports as needed.

Attends transcribes and distributes minutes and participate in staff meetings executive committee meeting and department meetings as needed.

Makes new files maintains existing files.

Maintains giveaway/donation files and assists in making reservations.

Provides administrative support to manager/s and department.

Supporting Correspondence

Composes produces and signs correspondence on routine matters.

Produces and distributes correspondence as required.

Answers department phones.

Acts as a receptionist for manager and when necessary other department members providing assistance to callers as required.

Sorts and distributes mail.

Ensuring Exceptional Customer Service

Providing services that are above and beyond for customer satisfaction and retention.

Managing day-to-day operations ensuring the quality standards and meets the expectations of the customers on a daily basis.

Attends meetings and communicates with executive and peers as an effort to improve quality of service.

Additional Responsibilities

Ensures VIP amenity requests from GM/DOPS are handled in timely manner.

Signs for managers and release with specific permission.

Communicates the importance of safety procedures detailing procedure codes ensuring employee understanding of safety codes monitoring processes and procedures related to safety.

Analyzes information and evaluating results to choose the best solution and solve problems.

Attends meetings to plan organize prioritize coordinate and manage activities.

Works with other people to gather the information necessary to manage projects achieve goals and resolve problems.

Informs and/or updates the executives and peers on relevant information in a timely manner.