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Personal Assistant to General Manager

Fujairah

Full job details

Recruiter
InterContinental Hotels & Resorts - Middle East & Africa
Posted
10/02/2017
Ref
FUJ000145
Location
Fujairah
Job Type
Hotel Management, Executive Assistant
Sector
Hotel
Job Level
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 General Manager and Resort Manager 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 General
Manager in order to achieve open communication, maintain set standards and
achieve internal and external guest satisfaction.


Maintains a high level of
confidentiality in regards to the General Manager's work as well as the entire
information in the Executive Office.


Professionally channels all traffic
in and out of Executive Office in terms of appointments, requests and daily,
weekly, monthly and annual plans.


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 the
General Manager, ensures that all incoming messages are delivered correctly and
promptly.


Takes notes in all 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 informed of all
social media activities.


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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