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 Different\xe2\x84\xa2 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.

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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

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