Description

Executive Assistant - Corporate Office

Company Description

Banyan Group is one of the world\'s leading independent, multi-branded hospitality groups centered on the purpose-driven mission of stewardship and wellbeing while offering exceptional, design-led experiences.
The Group\'s diversified portfolio of hotels, resorts, spas, galleries, golf and residences features an ecosystem of 10 global brands, including the award-winning , , , and , and the highly anticipated new brands of , , Folio, and two new Banyan Tree brand extensions - and .
Established in 2008, with the goal of advancing people development and management excellence, Banyan Tree Management Academy has nurtured over 10,000 associates across 23 countries. The Group is recognised for its commitment to environmental protection and community development through its Banyan Tree Global Foundation. Operating over 70 hotels in 17 countries, it has over 50 new properties in the pipeline.

Banyan Tree Dubai is a lively, island escape where stylish stays, incredible dining, warm hospitality, and recreation create lasting memories. Fronted by 500m of a pristine, private beach with uninterrupted views of the Arabian Gulf and backed by the iconic Ain Dubai. With the ambience of a sleek, relaxed, luxe island getaway, Banyan Tree Dubai boasts 3 chilled outdoor pools, fully-serviced beach, award-winning Banyan Tree Spa, a \xef\xac\x81tness center and 7 dining options.



Summary

The Executive Assistant will play a crucial role in ensuring the smooth operation of the Executive Office and supporting the Chief Operating Officer and Vice President. This multifaceted position requires a high degree of analytical thinking, exceptional organizational skills, and the ability to communicate effectively with internal and external stakeholders.

Responsibilities

• Executive Support:Provide comprehensive support to senior executives - the Chief Operating Officer and Vice President, including managing calendars, scheduling meetings, and handling travel arrangements.
• Operations Management:Oversee day-to-day operations, including coordinating with internal departments and external stakeholders, managing office resources, optimizing workflows, office system maintenance, data administration and filing of the Executive Office.
• Financial Reporting:Generate and analyze reports, ensuring accuracy and timeliness.
• Office Management:Maintain a well-organized and efficient office environment, handling administrative tasks, and liaising with both internal and external stakeholders.
• Communication:Act as a key point of contact for internal and external stakeholders, maintaining clear and professional communication.
• Primary point of contact for VIP guests, coordinating and managing VIP bookings requests.
• Exercise initiative and work with confidential information of Executive Office.
• Contributes to the morale and team spirit of the hotel by maintaining effective relationships with colleagues.
• Is fully conversant with all health and safety, fire and emergency procedures.
• Maintains a high standard of personal hygiene, dress, uniform, and body language.
• Is polite and professional in any situation where the image or reputation of the hotel is represented.
• Attend all briefings, meetings and trainings as assigned by Executive Office.
• Ensures that all activities are carried out honestly, ethically and within the parameters of local law.
• Interacts with guests actively soliciting feedback to the Chief Operating Officer and Vice President.
• All secretarial works as assigned by the Chief Operating Officer and Vice President.

People & Culture

Employee Relations

• Foster a positive and structured work environment which encourages the successful operation of the business, calling upon the necessary processes to deal with disciplinary, grievance and workforce change situations.
• Work alongside with the People & Culture leader to investigate, document and administer corrective action immediately and effectively to reach the mutual goals of the business and the Heartist.

Recruitment

• Hire new Heartists in conjunction with the People & Culture Leader through INES.
• Use the interview guides provided and Talent Meter to gain further information on any potential candidate.

Employee Engagement and Communications

• Strive to increase Heartist engagement by promoting a positive work environment where each Heartist is informed and proactive about the overall business goals. Ensure the consistent delivery of business and associate information with transparency so that each Heartist understands how they contribute to the company\'s success. This will include working on the Employee Engagement Survey (EES) and People & Culture Audit. Ensure the EES Champions for the hotel/departmental action plans in order to increase Heartist engagement and improve EES scores year on year.
• Represent the organization as an exemplary ambassador the Accor All Inclusive - Heartist Service Culture.
• Labour Turnover to be closely monitored and proactive actions taken with regards to trends and suggestions to People & Culture leader as well as Hotel Manager/General Manager.

Learning & Talent Development & Performance Management

• Ensure bi-annual Talent Review process is conducted and associated documentation maintained to the required standard.
• Facilitate the performance management cycle from probation reviews, annual performance reviews, development plans as well as on the job training.
• Ensure Departments have adequate Departmental trainers, and these are well utilised.
• For all supervisory positions have a transparent development programme in place in conjunction with the Talent & Culture leader as well as Learning & Development.
• Development of direct reports to give them ongoing feedback and development.
• Contributes to the morale and team spirit of the hotel by maintaining effective relationships with colleagues.
• Performs additional duties as directed by supervisors.
• Makes appropriate suggestions and recommendations to supervisors for the general improvement of the hotel.
• Is fully conversant with all health and safety, fire and emergency procedures.
• Maintains a high standard of personal hygiene, dress, uniform, and body language.
• Is polite and professional in any situation where the image or regulation of the hotel is represented.
• Attends meetings and training as required by supervisors.
• Ensures that all activities are carried out honestly, ethically, and within the parameters of local Law.
• Interacts with guests actively soliciting feedback.

Finance

• The activities and contribution of the role will impact the performance of the hotel.
• They will act on behalf of the business to work through complex situations and reduce risk, interpreting and implementing company policies and employment legislation as appropriate.
• They will be required to exercise sound judgment and integrity at all times to ensure confidentiality of protected information.
• Be fiscally competent in budgeting, forecasting including the commentary that goes with the documents/meetings.
• Demonstrate full awareness of departmental budget/P&L and work towards achieving it by minimizing expenses and maximizing room revenue.

Abilities/Key Competencies/Skills

• Strong leadership, interpersonal and training skills
• Good communication skills
• Honest with a high level of integrity
• Ability to remain calm and react fast to situations
• Results and service oriented with an eye for details
• Ability to multi-task, work well in stressful & high-pressure situations
• A team player & builder
• A motivator & self-starter
• Well-presented and professionally groomed at all times

Leading Myself

• Positive Orientation
• Operational Decision Making
• Self-Development & Management

Leading Others

• Developing an Empowered Team
• Leading an Engaged and Diverse Team
• Communication

Leading the Business

• Advocating Guest Passion
• Business Planning and Analysis
• Business Improvement and Change

Qualifications

Experience/Certificates/Education

• Bachelor\'s or Master\'s degree.
• Minimum 4 years of relevant experience in a similar capacity as an Executive Assistant to C-Suite level.
• Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently.
• \xe2\x80\xa2 Prior experience in a luxury hotel environment is preferred. Good understanding of hotel operations, practices and procedures.
• Fluent in English, with strong written and verbal communication skills.
• Exceptional analytical and problem-solving abilities.
• Strong organizational and time-management skills.
• Proven ability to handle sensitive information with discretion.
• Excellent interpersonal skills for effective collaboration with team members and external partners.
• Excellent organiser and collaborative spirit.
• Proficient in Microsoft Office suite.

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