Executive Secretary

at  RIXOS

Company Description
Established in 2000 in Turkey, Rixos pioneers the ‘ALL Inclusive, ALL Exclusive’ concept, inviting guests to discover a world of possibilities, with luxurious stays, inclusive of culinary delights from around the globe, live entertainment, daily sports, and fitness activities, sensorial spa and wellness journeys and fun-filled kids and teens activities.
Billed as ‘the first luxurious integrated resort in Jeddah’, Rixos Obhur Jeddah will meet the increasing demand for luxurious hospitality paired with high-quality leisure activities in the area. The resort will host guests in 250 residential units, including 176 rooms and 74 villas, as well as a fine-dining restaurant, two specialty beach restaurants and a lounge bar. Among its many highlights will be an exclusive private beach. Other amenities are to include a central ballroom for events, meeting rooms, a fitness center, a spa, kids and teens clubs, and several swimming pools. All of this will be set amid green landscaping, golden beaches and a port.

Job Description

• Excellent knowledge of dealing with MS Office applications.
• Establishment of proper business correspondence, memoranda, reports and forms, including those of confidential nature.
• Maintaining a filing system for diverse data, memorandums and correspondence:
• Establishment of minutes of meetings and transcribes dictation from GM.
• Answering and channelling phone calls, arranging and reminding appointments for GM.
• Receives and screens office callers and visitors schedules and sets up appointments.
• Receives, opens, sorts all incoming mail; dispatches outgoing mail.
• Sees to proper handling, use and maintenance of office equipment and supplies; sees to cleanliness and maintenance of own area and RGM’s office.
• Performs duties common to all Department Heads and other duties as may be assigned.
• Administers the distribution, filing and necessary information flow of the Duty Manager Reports.
• Establishes in co-ordination with the Hotel/General Manager the monthly planning of the Department Heads duties.
• Administers the gathering of necessary data in order to establish weekly attendance forecast for Department Heads; working days and day’s off for GM’s overview.
• Does necessary corrections if needed and informs the GM on changes.
• In-house Guest Letter to be established on regular basis together with Rooms Division / F&B Manager.
• Diverse lay-outs which goes in front of the guest.
• Makes sure that all memos are channelled through GM office in order to check the “copies to” and to inform the necessary departments if not already made.
• Keeps trace for daily briefings, follow-up and important information; to be prepared for the GM.
• Makes on a regular basis proposals to General Manager about new ideas, internal problems, etc.
• In absence of the General Manager, establishes in form of short notes daily reports about major happenings in the hotel for GM information.
• Regarding the proper information flow executive secertary is familiar with the organisation chart of the hotel and the relevant flow of information.
• Is familiar with all related company Corp. Design (CD) matters (frames, fonts, logos, etc).
• He/she is familiar with all related company documentation and especially with the relevant Operational Standards Manual for his/her field of responsibility.
• Other duties as assigned.
• Perform duties in a manner that respects Rixos Hotels which are Trust, Relationship, Entrepreneurship and Drive.

QUALIFICATIONS

• Minimum of 1-2 years of experience in a similar capacity.
• Strong organizational and administrative ability.
• Strong knowledge of Microsoft Office 365
  Additional Information

What we offer….

• An innovative and fast-growing international group, committed not only to building new hotels, but to creating a global brand.
• The opportunity to challenge the norm and work in a creative and rewarding environment.
• Member of a team that is passionate about creating great hotel experiences and building a portfolio of brands.
• Great discounts on the entire Ennismore family.
• Many opportunities to progress and change as part of a global family of brands.
• Regular team meetings, from our team cups to our annual parties (quite special!): we know how to have fun!

An annual calendar of diversity and inclusion events that gives you opportunities to learn, celebrate, and make a positive impact. opportunities to progress and grow in a diverse and global family of brands

Please refer the Job description for details