Executive Secretary

The Movenpick Hotel Waad Al Shamal is a luxury  5-star hotel located in the stunning Northern Province of Saudi Arabia. Boasting a total of 243 rooms, guests can indulge in unparalleled comfort and opulence during their stay. The hotel offers a wide range of amenities, including five exquisite food and beverage venues, providing guests with a diverse culinary experience. For those in need of professional spaces, the hotel features 18 expansive meeting rooms, perfect for hosting conferences, workshops, or other corporate gatherings. Additionally, the hotel offers large banqueting facilities, making it an ideal venue for grand celebrations and events. 

We are an inclusive company, and our ambition is to attract, recruit and promote diverse talent.

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This position is responsible for providing high-level secretarial and administrative support to the General Manager, and carry out tasks and requests as instructed. The Executive Secretary works with minimum supervision and handles confidential matters professionally.

Key Interactions

Internally

• All departments

Externally

• Owners
• Guests
• Suppliers
• Vendors
• Reporters/Journalists

Primary Responsibilities

Administrative and coordination

• Manage the General Manager’s diary to co-ordinate meetings/appointments, and to ensure smooth running of such meetings

• Screen/handle telephone calls, appointments, mails and emails and take action accordingly

• Take minutes at the Executive Committee Meeting

• Coordinate and communicate with various departments and all levels of staff on matters directed by the General Manager

• Prepare and manage correspondences with internal and external parties for General Manager’s signature

• Attend to requests from divisional, corporate or owners offices and facilitate it accordingly

• Attend to residents/patrons’ special requests or complaints that are directed to the General Manager

• Co-ordinate travel arrangements in a highly efficient manner and prepare detailed travel file accordingly

• Ensure approval forms are prepared for the General Manager for signature and approval of the Vice President, Operations, e.g. leave application forms, travel approval forms, expense claims reports, etc.

• Maintain systematic up-to-date filing and tracing systems

• Maintain and update Executive Committee and Department Heads’ personal files kept in the General Manager’s office

• Maintain and update Executive Committee and Department Heads’ leave record

• Maintain and update ‘Manager-On-Duty’ schedule

• Prepare monthly financial data reports

• Maintain confidentiality of sensitive matters/issues

• Manage and upkeep the functionality and cleanliness of the office

• Ensure adequate stock of office stationery

• Maintain a high level of professionalism and project a positive image of the organization.

Other Responsibilities

• Maintain complete knowledge of all F&B services, contents & preparation methods, outlets and hotel services/features

• Be fully conversant with hotel fire & life safety/emergency procedures

• Attend all briefings, meetings and trainings as assigned by management

• Maintain a high standard of personal appearance and hygiene at all times

• Perform other reasonable duties assigned by the assigned by the Management

• Diploma education
• Minimum 8 years of secretarial experience with at least 5 years serving the senior management level  
• Excellent reading, writing and oral proficiency in English language
• Good working knowledge of MS Excel, Word, & PowerPoint

Competencies

• Good communication and customer contact skills
• Service oriented with an eye for details
• Ability to work effectively and contribute in a team
• Self-motivated and energetic
• Well-presented and professionally groomed at all times.

What is in it for you:

Employee benefit card offering discounted Accor rates worldwide
Learning programs through our academies
Opportunity to develop your talent and grow within your property and across the world
Ability to make a difference through our corporate social responsibility activities