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 Different™ brand promise.

Its award-winning destinations, such as the iconic Burj Al Arab Jumeirah, position service beyond expectations, elevated dining destinations and surprising architecture and design at the heart of every guest experience.

Today, Jumeirah operates a world-class portfolio of 23 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.

An architectural masterpiece, Jumeirah Emirates Towers offers luxurious experiences in the heart of UAE’s most dynamic city. Soaring high above the central business and commercial district, Jumeirah Emirates Towers is a dramatic backdrop to Dubai's skyline and a visible statement of the region's growing corporate success. Comprising two equilateral triangles, this landmark structure is home to an Office Tower, Hotel Tower and shopping Boulevard. The hotel encompasses 400 spacious rooms and suites, 15 world-class restaurants and bars, Talise Fitness, Talise Spa as well as elite shopping and lifestyle attractions at the Boulevard, a prestigious retail destination. The award-winning hotel has multiple venues for inspiring events including the grand Godolphin Ballroom and 16 meeting rooms.

About the Job:

An exciting opportunity has arisen for an experienced Executive Secretary to join the Executive Office in Jumeirah Emirates Towers. The main purpose of this role is to ensure that the planning, coordinating, administration as well as communications and information functions and duties are carried out in a professional, discreet, exact and prompt manner in accordance with the expected standards. Yor key responsibilities include:

• Schedule meetings and appointments with external and internal guests

• Manage the HM’s calendar and keep him/her informed of appointments and meetings scheduled.

• Handling incoming and outgoing calls promptly and deal with all enquiries directed to Executive Office.

• Ensure reports are on hand prior to meetings.

• Ensure meeting correspondence & information are available for managers when having meetings.

• Typing of all reports and correspondence received in either manuscript or dictated form.

• Filing of all documents and update systems when necessary to ensure easy reference.

• To manage an efficient and effective trace system for the Hotel 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.

• Book meeting rooms when required, including catering, billing, AV etc.

• Manage travel arrangement including flights, accommodations, transfers etc.

• Taking minutes of meetings and drafting necessary document for distribution

• Any other duties as may reasonably be requested by the management.

• Promote a professional image of the office at all times to internal and external customers.

• Attending various departmental meetings and preparing the minutes for distribution.

• Coordination with colleagues who wish to meet the Hotel Manager – giving them directives according to the Hotel policy and to take right route for resolving their issues, not to overload the Hotel Manager.

• Ensure equipment in Executive Offices, including photocopier is working at all times with adequate office supplies, toner, and etc. call maintenance engineers when required.

• Handling complaint or commendation letters replying back to guests after investigation.

• Handle Trip Advisor guest feedback and ensure that GM is aware of all the guest feedback.

• Handling Rooms Reservation, Rest Reservation and Show around bookings for the guests who contact Hotel Manager’s office.

• Preparing GM/HM personalized welcome cards and guest cocktail invitations for all VIP guests.

• Keeping all read, told, overheard information of the company and management strictly confidential at all times.

• Keeping purchase requests in the ADACO system up to date.

• Meeting guests on behalf of Hotel Manager in his absence or busy schedules as per his directives.

• Organizing Birthday celebrations for senior management.

• Preparing Senior Management roster & Annual Holiday schedule for Head of Departments.

• 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 Hotel Manager, ensuring all messages are passed on and meetings arranged as requested.

• To attend any hotel functions as requested by the Hotel Manager.

• To attend training and meetings as and when required.

• To supervise any employee you are responsible for, ensuring that the correct standards and procedures are maintained as stated in the Hotel's Policy & Procedures Manuals.

• To take an interest in and keep up-to-date with events occurring in the hotel.

• Other duties: Assist and undertake any other duties requested by General Manager in PA’s absence, when necessary.

About you:

• At least three years’ experience as Executive Secretary to a Senior Manager

• Has worked in multi-cultural environment

• Mixed use development experience

• Experience with luxury hotel industry

• High School Diploma or equivalent – essential

• Formal Secretarial qualification - desirable

Essential:

• Good administration, communication and organisational skills are essential

• Ability to multitasking

• Attention to details are essential

• Excellent interpersonal skills

• Excellent Customer Service Skills

• A good team player with analytical skills

• Proficient in computer software applications i.e. Word, Excel, PowerPoint and Outlook

• Must have knowledge of the Opera system

About the benefits:

Besides generous F&B benefits and reduced hotel rates across our hotels globally, this role has excellent employee benefits making the role attractive to high performers and any applicant who like to associate her/himself with one of the most luxurious brand in the hospitality industry.