Personal Assistant to General Manager - Rixos Phu Quoc, Vietnam

As the only all-inclusive resort on the island, Rixos Phu Quoc will offer its guests an unforgettable experience thanks to its exceptional design and engaging programming, all within the stunning backdrop of breathtaking landscapes, sandy beaches and clear blue water. This resort sets a new standard influenced by local culture and Turkish traditions, establishing itself as the ultimate luxury leisure escape.

Nestled on the golden sand beaches and emerald water of Hon Thom (Pineapple Island) – one of the most stunning islands of Vietnam’s “Pearl Island”, Rixos Phu Quoc will invite guests to discover a world of possibilities with over 1300 guest rooms in five categories, including 207 suites, all offering unparalleled ocean views and direct access to the pristine coastline. There’s plenty to discover across the sprawling resort, and guests are encouraged to explore the scenic botanical gardens on sand bikes or walk the dragon’s gateway coastal paths. Creating an exceptional escape, guests will enjoy an array of exclusive facilities that cater to all, with a family-friendly beach area featuring multiple playgrounds and a Rixy Kids Clubs to keep the young ones entertained, dedicated water sports and fitness facilities for the adrenaline seekers, and a multi-functional amphitheatre to set to host a jam-packed schedule of live entertainment. Adding to the variety of activities on offer, the resort also features multiple pools, outdoor game spaces for chess, bowling and tennis, and an expansive wellness spa.

Located on the scenic Hon Thom Island in Southern Phu Quoc, Rixos Phu Quoc is just a 45-minute flight from Vietnam’s largest city, Ho Chi Minh City. Boasting unparalleled sea views and lush mountain backdrops, this secluded paradise is accessible from the mainland through the World Guinness record’s 3-wire longest cable car with a quick 15-minute commute from the mainland or a short boat ride.

.

The Personal Assistant to the General Manager is entrusted with the following critical responsibilities:

• Manage and prioritise the General Manager's schedule, including all travel arrangements and appointments.
• Serve as the primary point of contact for communication between the General Manager, owner's office, corporate office, and hotel executives, ensuring efficient and professional information flow.
• Oversee the Executive Office administration with utmost attention to detail and confidentiality.
• Produce accurate and timely minutes for meetings, and manage various internal and external communications across multiple platforms.
• Maintain meticulous file management and provide comprehensive administrative support to the General Manager.
• Assume responsibility for responding to all Market Metrix (MM) feedback, including updating the MM website and coordinating with all hotel departments to gather detailed information for addressing guest complaints.
• Ensure prompt distribution of monthly MM reports to all relevant parties and follow up on necessary actions.
• Manage staff parking arrangements in liaison with property owners, maintaining accurate records of all authorised vehicles.
• Monitor and respond to inquiries received through the hotel's generic email addresses, ensuring timely and professional responses to all guest queries.
• Maintain a comprehensive and up-to-date database of the General Manager's business and personal contacts.
• Serve as the dedicated contact for VIP and returning guests, managing reservations, rates, and confirmations with the highest level of discretion and service.
• Demonstrate adaptability in communication style when interacting with high-profile or challenging guests.
• Manage the General Manager's email correspondence, ensuring timely responses and appropriate delegation of action items to relevant department heads.
• Oversee the issuance and record-keeping of all complimentary vouchers, maintaining thorough documentation for audit purposes.
• Maintain strict confidentiality in managing the HR files of the hotel's Executive Committee, ensuring all sensitive information is securely stored and regularly updated.
• Promptly inform the General Manager of any service or operational deficiencies.
• Safeguard all private communications and personal/official documents with the utmost discretion and confidentiality.
• Ensure expeditious processing of all documents requiring the General Manager's signature.
• Coordinate and assist in the preparation of presentations, reports, and other materials for the General Manager's meetings and conferences.
• Liaise with the Marketing and Public Relations team to manage the General Manager's social media presence and public image.
• Assist in organising and executing high-profile events hosted by the General Manager, ensuring all details are meticulously planned and executed.
• Develop and maintain a system for tracking and following up on action items from meetings and communications involving the General Manager.

The role demands unwavering professionalism, exceptional organisational skills, and the ability to maintain the highest standards of confidentiality at all times.

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, especially Arabic.
• Discreet and able to maintain a high level of confidentiality.
• Must have a strong capability of writing - command of the written word is essential.

EXPERIENCE

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