Executive Secretary

Accorhotel; Medina; On-site; SAR 60,000 - 100,000; Full time

Job summary

Accorhotel in Medina seeks an Executive Secretary Personal Assistant to provide comprehensive administrative support to the Regional General Manager. The role handles confidential information, coordinates calendars, meetings, correspondence, and filing to ensure smooth day-to-day operations of the Executive Office.

The successful candidate will demonstrate discretion, professionalism, strong organizational skills, and proficiency in Microsoft Office, with the ability to manage multiple

Qualifications

• Proven experience as an executive secretary or personal assistant in hospitality preferred.
• Excellent knowledge of MS Office and document management.
• High level of confidentiality and professionalism.
• Strong organizational and time-management skills.
• Ability to handle confidential and sensitive information.

Responsibilities

• Provide comprehensive secretarial and administrative support to the Regional General Manager.
• Manage calendars, appointments, meetings, correspondence and daily office activities.
• Prepare business correspondence, memoranda, reports, forms and confidential documents.
• Maintain an organized filing and document management system.
• Answer and channel telephone calls and receive/screen visitors and office callers.
• Receive, sort, distribute and dispatch incoming and outgoing correspondence.
• Ensure the proper handling and maintenance of office equipment and supplies.
• Maintain the cleanliness and organization of the Executive Office.
• Attend meetings and prepare accurate minutes and notes.
• Maintain records of daily briefings, follow-ups and important information for the Regional General Manager.
• Ensure effective information flow between Executive Office and relevant hotel departments.
• Prepare daily updates on major hotel activities for the Regional General Manager during absences.

Skills

Organizational skills

Time management

Written communication

Verbal communication

Confidentiality

Discretion

Attention to detail

Problem-solving

Multitasking

Teamwork

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

Job description

About the Role The Executive Secretary Personal Assistant provides comprehensive administrative and secretarial support to the Regional General Manager The role involves handling confidential and sensitive information and requires a high level of discretion professionalism organization and integrity The position is responsible for the smooth day-to-day administration of the Executive Office including scheduling correspondence filing meeting coordination information flow reporting and follow-up The Executive Secretary may also provide administrative support to other key Department Heads in accordance with internal hotel requirements

Key Responsibilities

Executive Office amp Administration

• Provide comprehensive secretarial and administrative support to the Regional General Manager
• Manage calendars appointments meetings correspondence and daily office activities
• Prepare business correspondence memoranda reports forms and confidential documents
• Maintain an organized filing and document management system
• Answer and channel telephone calls and receive and screen visitors and office callers
• Receive sort distribute and dispatch incoming and outgoing correspondence
• Ensure the proper handling and maintenance of office equipment and supplies
• Maintain the cleanliness and organization of the Executive Office

Meetings amp Information Management

• Attend meetings and prepare accurate minutes and meeting notes
• Maintain records of daily briefings follow-ups and important information for the Regional General Manager
• Ensure effective information flow between the Executive Office and relevant hotel departments
• Ensure that internal memos and communications are properly distributed and reach the relevant departments
• Prepare daily updates on major hotel activities for the Regional General Manager during their absence
• Proactively identify and communicate relevant issues ideas and areas for improvement

Duty Manager amp Department Heads Coordination

• Coordinate the distribution filing and information flow of Duty Manager reports
• Assist in preparing the monthly duty planning for Department Heads in coordination with the Hotel General Manager
• Gather and consolidate attendance information for Department Heads including working days and days off
• Make necessary updates or corrections and provide the relevant overview to the Regional General Manager

In-House Materials amp Communications

• Prepare and format internal and guest-facing materials including menus guest letters forms and other communications when required
• Ensure materials are presented professionally and in line with company Corporate Design requirements including approved fonts logos and layouts
• Coordinate with relevant departments to ensure guest communications and materials are accurate and up to date

General Responsibilities

• Maintain a thorough understanding of hotel policies procedures operational standards and relevant company documentation
• Ensure compliance with applicable hotel policies procedures and legal requirements
• Support emergency preparedness and ensure familiarity with the hotel s emergency procedures
• Maintain relevant vacation and public holiday records and provide consolidated information to the Director of HR when required
• Support Task Force teams and new hotel openings when required
• Perform any other reasonable duties and responsibilities as assigned

ISO amp Integrated Management System Compliance

• All employees are responsible for complying with the established ISO Integrated Management System including Quality LQA Environment Health Safety amp Risk Management Food Safety Management and Customer Complaint Handling Management Systems as well as applicable policies procedures manuals SOPs and legal requirements
• The role is expected to contribute to risk management environmental impact assessment pollution prevention energy and water conservation quality improvement guest satisfaction and continual improvement initiatives

Previous experience in a relevant Executive Secretary, Personal Assistant, or administrative role, preferably within the hospitality industry.

• Excellent knowledge of Microsoft Office applications.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High level of confidentiality, discretion, and professionalism.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and work effectively under pressure.
• Proactive approach with sound judgment and problem-solving skills.
• Ability to work independently and collaboratively as part of a team.
• Good knowledge of hotel operations, policies, and procedures is an advantage.