Executive Secretary

RIXOS; Medina; On-site; SAR 60,000 - 90,000; Full time

Job summary

RIXOS is seeking an experienced Executive Secretary to provide comprehensive support to the Regional General Manager in Medina. The role involves managing calendars, coordinating meetings, handling confidential documents, and ensuring smooth information flow throughout hotel departments.

The ideal candidate will have strong MS Office skills, excellent communication, and a proactive, detail-oriented approach.

Qualifications

• Experience in an Executive Secretary/PA or administrative role, preferably in hospitality.
• Excellent knowledge of Microsoft Office applications.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High confidentiality, discretion, and professionalism.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and work under pressure.
• Proactive with sound judgment and problem-solving skills.
• Ability to work independently and as part of a team.
• Knowledge of hotel operations, policies, and procedures is an advantage.

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 calls, screen visitors, and route office inquiries.
• Coordinate minutes and notes from meetings; ensure information flow to hotel departments.
• Assist in monthly duty planning for Department Heads and consolidate attendance data.
• Prepare internal materials and guest communications in line with Corporate Design requirements.
• Ensure compliance with hotel policies, procedures, and ISO integrated management systems.
• Support emergency preparedness and record vacation/public holidays; assist with special projects.

Skills

Executive Secretarial

Microsoft Office

Organizational skills

Time management

Written and verbal communication

Confidentiality and professionalism

Attention to detail

Multitasking under pressure

Team collaboration

Hotel operations knowledge

Job description

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

Qualifications

• 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.