Executive Secretary

Company Description

The Iconic Rixos Gulf Hotel Doha introduces a unique lifestyle and luxurious services and products, Rixos warm hospitality, vibrant entertainment programs, and trendy, distinguished all-inclusive food and beverage concepts. The hotel features 378 beautifully appointed guest rooms, dream bedding, and a luxurious atmosphere. Join our motivated and vibrant team as an Executive Secretary and build your career with us.

Job Description

The main job responsibilities include but are not limited to:

1. Excellent knowledge of MS Office applications (Windows XP).
2. Establishment of proper business correspondence, memoranda, reports, and forms, including those of confidential nature.
3. Maintaining a filing system for diverse data, memorandums, and correspondence.
4. Establishment of minutes of meetings and transcribing dictation from GM.
5. Answering and channeling phone calls, arranging and reminding appointments for GM.
6. Receiving and screening office callers and visitors, scheduling appointments.
7. Receiving, opening, sorting all incoming mail; dispatching outgoing mail.
8. Proper handling, use, and maintenance of office equipment and supplies; maintaining cleanliness and order in the office area.
9. Performing duties common to all Department Heads and other duties as assigned.

DUTY MANAGERS

1. Administer distribution, filing, and information flow of Duty Manager Reports.
2. Coordinate with the Hotel/General Manager to plan monthly Department Heads duties.

ATTENDANCE OVERVIEW (weekly)

1. Gather necessary data to establish weekly attendance forecasts for Department Heads, including working days and days off for RGM’s overview.
2. Make necessary corrections and inform RGM of changes.

IN-HOUSE PRODUCED PRINTING MATERIAL

1. Establish menus and other printed materials with proper layout as needed.
2. Create in-house guest letters in collaboration with Rooms Division Manager / F&B Manager.

INFORMATION

1. Ensure memos are channeled through her office for proper distribution and communication.
2. Keep track of daily briefings, follow-ups, and important information for RGM.
3. Propose new ideas and report internal problems to Regional General Manager.
4. Prepare daily reports in the absence of RGM about major hotel happenings.
5. Understand the organization chart and information flow within the hotel.
6. Be familiar with company design standards (frames, fonts, logos, etc).

GENERAL / MISCELLANEOUS

1. Ensure staff are familiar with emergency procedures and are prepared for emergencies.
2. Maintain a monthly overview of vacation and public holiday balances, report to HR.
3. Be familiar with all relevant company documentation and operational standards.
4. Perform other duties as assigned.

SPECIAL

1. Perform duties respecting Rixos Hotels' core values: Trust, Relationship, Entrepreneurship, and Drive.
2. Assist in Task Force Teams for new openings.
3. Carry out any other reasonable tasks as requested.

Qualifications

Bachelor's Degree