Executive Secretary/ Personal Assistant

Recruiter
Mondrian Hotel Doha, Qatar - Morgan Group of Hotels
Location
West Bay Lagoon neighborhood of Doha, capital city of Qatar.
Salary
Mondrian Doha will be Morgans Hotel first Hotel in the Middle East, with more in the pipeline.
Posted
08 Jan 2017
Closes
05 Feb 2017
Ref
Attractive Salary and Benefits
Sector
Hotel
Job Level
Non-Management

Job Purpose:

 

Under the general guidance of the General ManagerSupport and Administration of General Managers Office, responsible for clerical, administrative, internal communication and other duties to assist in the smooth operation of the Hotel. To assist and organize Executive committee Revenue, Financial, Owner meetings and assist Human Resources in employee engagement activities.

Duties & Functions:

  • Make sure all supplies are fully stocked in the office; reorder when necessary
  • Communication and coaching with all department coordinators to ensure all Hotel SOPs are followed and implemented
  • Order office beverages on a weekly basis or when needed; keep the refrigerator stocked and cleaned
  • Take minutes of internal meetings under the direction of the General Manager
  • Greet every person that walks in through the door and notify the appropriate employee of their arrival
  • Offer each guest beverages and take guests’ jackets if needed (hang up), luggage (put all off to the side)
  • Assist all other administrative staff with overflow of work
  • Answer main office phone and transfer calls
  • Make sure all Executive Committee members phones are answered
  • Sort and organize property mail and send out on a weekly basis
  • Update and maintain all Hotel  directories
  • Take initiative in General Manager’s absence
  • Track and organize FedEx on a daily basis
  • Pick up newspapers in lobby and distribute to the owner everyday
  • Maintain and post both conference room schedules
  • Maintain and distribute CapEx when needed
  • Represent Hotel  in respectful manner and maintain a close relationship with vendors – including but not limited to: FedEx, WB Mason, Urban Express, LDI Copiers, Cleaning Company, Quench, Adler Group, Seamless Web
  • Provide backup support if asked
  • Always maintain a proactive attitude
  • Eager to learn and take on new and exciting responsibilities
  • Maintain office security by distributing office access card, elevator keys and storing file cabinet keys in a safe place
  • Respond and manage Hotel and  Corporate web comments that are directed to the Hotel
  • Offer assistance to senior level staff – including but not limited to: expense reports, making reservations and assisting in travel
  • Responsible for regular maintenance of copiers and office infrastructure systems with support of vendors and building management (i.e. air conditioning, heating. etc.)
  • Always maintain a high level of professionalism on the phone
  • Direct each call to the appropriate person
  • Always offer to take a detailed message if unaware of who to connect that person with
  • Always ask for more information if you do not recognize the name being asked for (use Google Contacts)
  • Route calls elsewhere as needed – including all MHG properties
  • Do phone surveys/inquiries as needed
  • Perform to earn General Managersfull confidence
  • Assure discreet handling of all business matters

Specific Job Knowledge & Skills:

 

  • Highly organized and detail oriented
  • 4 year college degree is recommended
  • Excellent communication skills – verbal and written
  • Strong proficiency in Microsoft Office: MS Word, Excel and PowerPoint, and possess excellent word processing skills
  • Flexible team player willing to learn new tasks and help where needed
  • Ability to handle multiple, competing priorities in an effective manner
  • One to two years in a public contact position, preferably in an upscale or lifestyle brand hotel
  • Enter and locate work related information using computers and/or point of sale systems
  • Possess a gracious, friendly, and fun demeanor
  • Ability to multitask, work in a fast paced environment and have a high level attention to detail
  • Strong verbal and written communication skills in English
  • Maintain positive and productive working relationships with other employees and departments
  • Ability to work independently and to partner with others to promote an environment of teamwork