Company Description

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Raffles the Palm Dubai is on the western crescent of Palm Jumeirah, the world\xe2\x80\x99s largest manmade island and archipelago. This luxurious five-star hotel with 391 spacious rooms, suites and villas is embellished with hand-crafted Italian touches and offset by carefully selected amenities to complete the atmosphere of elegance. Guests can enjoy panoramic views, a private beach, state of the art entertainment and recreational facilities, including specialist boutiques, a VIP movie theatre, signature and private restaurants complemented by exquisite banqueting and conference spaces.

When visiting Raffles, guests will discover the individual personality and story offered by the hotel. At the essence of every Raffles is the delivery of thoughtful, personal and discreet service to well-travelled guests. Raffles Hotels & Resorts is an award-winning, luxury international hotel company with a history dating back to 1887 with the opening of Raffles Hotel, Singapore. The portfolio currently comprises eleven luxurious properties, from secluded resorts to city hotels in key locations around the world.

• Reporting to the Managing Director, Personal Assistant is responsible for all administration of the Executive Office. This includes, but is not limited to, taking care of the Managing Director\xe2\x80\x99s diary, all travel requirements, ensuring a timely turnaround of items requiring signature, preparing reports \xe2\x80\x93 monthly and weekly, ensuring deadlines are met, ensuring items are traced and a timely follow up actioned. In addition, the PA is in charge of the hotels generic e-mail box and the general managers generic mail box. All guests Market Metrix feedback is responded to by the PA, all guest complaints are handled by the PA and some form of response / acknowledgement should be sent out within 24 hours. The PA should build solid relationships with her peers in the owner\xe2\x80\x99s office, corporate office, the hotel and within any affiliated hotels to ensure a smooth transition of information and a speedy response to enquiries.
• On a final note the Personal Assistant to the MD must be discreet, exceptionally trustworthy and be able to keep a high level of confidentiality at all times.
• Print off morning reports and flag any VIP\xe2\x80\x99s or Owner Bookings due to arrive.
• Liaise with owner\xe2\x80\x99s office, corporate office and the Executives within the hotel, ensuring clear communication between all.
• Ensure clear communication by MD with all his direct reports, subordinates, owners office and corporate office.
• Full management of the MD\xe2\x80\x99s diary and agenda.
• International travel itineraries \xe2\x80\x93personal and business.
• Accurate minute taking and various communications using a variety of mediums both internal & external.
• File management & administration support to the Managing Director.
• Take on ad hoc projects if and when necessary.
• In charge of responding to all Market Metrix (MM) feedback, updating the MM website and liaising with all departments of the hotel to gather back up and detailed information to ensure a clear response to all guest complaints.
• Ensure that monthly MM reports are distributed to all involved, and that follow ups happen where necessary.
• In charge of the parking for the staff hotel, liaising with the owners to ensure all staff cars are recorded and permitted to park.
• Check daily the hotels generic email addresses \xe2\x80\x93 ensure a timely response to all guest queries that are sent via this portal.
• Maintain a full list of MD\xe2\x80\x99s business and personal contacts.
• Be the contact person for VIP guests / returning guests in terms of reservations, rates and confirmations.
• Able to adapt communication style with particularly difficult or VIP, corporate guests etc
• Ensure MD\xe2\x80\x99s e-mails are responded to in a timely manner. Ensure any mails with deadlines or action points are handled or forwarded on to the appropriate department head.
• In charge of issuing all complimentary vouchers requested by various departments within the hotel. Full records and back ups to be kept for audit purposes.
• Ensure that MD is made aware of any service or operational lapses.
• Ensure all private communication and personal / official documents are kept discreet and confidential.
• Maintain a timely turnaround of all documents requiring the MD\xe2\x80\x99s signature.

Personal Attributes

• Able to work in a high-pressure environment with constantly changing goals; both within a team of passionate professionals & autonomously at times.
• Flexible with working hours, some weekend & evening work may be required.
• Immaculate & professional image.
• Strong sense of service excellence & attention to detail.
• Able to cope with a variety of tasks and ad hoc duties as and when they arise.
• Faultless communication skills in English, other languages are beneficial.
• Discreet and able to maintain a high level of confidentiality.
• Must have a strong capability of writing - command of the written word is essential.

Qualifications

• Bachelor\'s degree in business administration or its equivalent
• Knowledge of MS Excel, Word, PowerPoint & Publisher

Experience

• Have at least 5 years experience in a similar position in luxury 5* hotels with a luxury hotel background.

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