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Administrative Assistant

Fujairah

Full job details

Recruiter
InterContinental Hotels & Resorts - Middle East & Africa
Posted
08/01/2017
Ref
FUJ000104
Location
Fujairah
Job Type
Hotel Management, Executive Assistant
Sector
Hotel
Job Level
Non-Management
 

At InterContinental
Hotels Group, we own, operate and franchise more than 5000 hotels, offering more than half a million guest rooms in nearly 100 countries.  By bringing
your expertise and passion to any one of our brands, you will help us achieve our
vision : to be the most preferred, admired and successful hotel company the
world over.


At InterContinental Hotels & Resorts®      we want our guests to feel
special, cosmopolitan and In the Know which means we need you to:


  • Be charming by being
    approachable, having confidence and showing respect.
  • Stay in the moment by
    understanding and anticipating guests’ needs, being attentive and taking
    ownership of getting things done.
  • Make it memorable by being
    knowledgeable, sharing stories and showing your style to create moments that
    make people feel special.



Job
Overview



  • Provide a co-ordination and administrative service for the hotel leadership team to assist with overall Operations administration within the InterContinental Hotels Group guidelines. Successful colleague will assist all leaders as requested and assigned.
  • Promote the desired work culture around the five winning ways – Aim higher, Work better together, Celebrate the difference, Do the right thing & Show we care.                 


Duties
and Responsibilities

  • Ensures timely forwarding and receiving of relevant information related to the team in order to achieve open communication, maintain set standards and achieve internal and external guest satisfaction.
  • Prioritizes and types all correspondence as requested.
  • Types reports, letters, memorandum, forms and correspondence including those of confidential nature and maintains files for all.
  • Maintains an organised office environment.
  • Raises purchase requests for all office stationary.
  • Ensures that all outgoing mails, memorandum, circulars and letters are written with care and dispatched accordingly.
  • Ensures that all records and files are kept up to date and that all correspondence is typed promptly and according to instructions given.
  • Maintains an effective filing system that is easily accessible.
  • Assists in printing procedures and menu changes when necessary.
  • Uses the correct telephone etiquette as per the Brand standard.
  • Maintains positive relationships with the Team.
  • Develops and maintains the filing system for correspondence of the team and ensures that it is updated and available at all times.
  • Ensures that no interruptions take place during external and internal meetings scheduled.
  • In the absence of any leader, ensures that all incoming messages are delivered correctly and promptly.
  • Takes notes in disciplinary and counselling meetings if required.
  • Manages the information and generic e-mail account of the hotel.
  • Confidently handles low priority e-mails such as spam, resumes and small requests which can be easily actioned.
  • Shares appropriate tasks to the appropriate Department Heads.
  • Makes appointments for internal and external guests when necessary.
  • Manages the calendar for meetings and appointments of the GM and Resort Manager and ensures attendance and punctuality as required or committed.
  • Updates meetings and events calendar displayed in the office.
  • Assists, supervises and follows through on any issues.
  • Maintains a steady flow of communication on all relevant matters affecting the senior leadership team.
  • Ensures that confidentiality is maintained at all times.
  • Presents a professional appearance at all times which complies with the Hotel grooming and uniform standards.
  • Ensures a professional and timely follow-up to guest questions, requests or complaints.
  • Maintains working area and equipment in proper state of cleanliness and repair.
  • Is aware and adheres to the Brand standards.
  • Fully understands and complies with the departmental SOP’s.
  • Attends meetings and Hotel training sessions as required.
  • Attends and contributes to daily and weekly departmental meetings.
  • Performs related duties and special projects assigned by the Director of Food and Beverage.
  • STAYS UPto date with social media and follow up
  • takES care of VIP bookings and follow up



  




  • Bachelor’s degree / higher education qualification or prior experience in hospitality and administration
This job requires ability to perform the following:
  • Good communication and administrative skills
  • Ability to be self-motivated, organized and demonstrate good team work
  • Fluency in English
  • Computer literacy (Microsoft applications)
  • Pro-active approach, and the ability to meet deadlines





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