The Movenpick Hotel Waad Al Shamal is a luxury 5-star hotel located in the stunning Northern Province of Saudi Arabia. Boasting a total of 243 rooms, guests can indulge in unparalleled comfort and opulence during their stay. The hotel offers a wide range of amenities, including five exquisite food and beverage venues, providing guests with a diverse culinary experience. For those in need of professional spaces, the hotel features 18 expansive meeting rooms, perfect for hosting conferences, workshops, or other corporate gatherings. Additionally, the hotel offers large banqueting facilities, making it an ideal venue for grand celebrations and events.

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Job Description

This position is responsible for providing high-level secretarial and administrative support to the General Manager, and carry out tasks and requests as instructed. The Executive Secretary works with minimum supervision and handles confidential matters professionally.

Key Interactions

Internally

All departments

Externally

Owners
Guests
Suppliers
Vendors
Reporters/Journalists

Primary Responsibilities

Administrative and coordination

Manage the General Manager’s diary to co-ordinate meetings/appointments, and to ensure smooth running of such meetings

Screen/handle telephone calls, appointments, mails and emails and take action accordingly

Take minutes at the Executive Committee Meeting

Coordinate and communicate with various departments and all levels of staff on matters directed by the General Manager

Prepare and manage correspondences with internal and external parties for General Manager’s signature

Attend to requests from divisional, corporate or owners offices and facilitate it accordingly

Attend to residents/patrons’ special requests or complaints that are directed to the General Manager

Co-ordinate travel arrangements in a highly efficient manner and prepare detailed travel file accordingly

Ensure approval forms are prepared for the General Manager for signature and approval of the Vice President, Operations, e.g. leave application forms, travel approval forms, expense claims reports, etc.

Maintain systematic up-to-date filing and tracing systems

Maintain and update Executive Committee and Department Heads’ personal files kept in the General Manager’s office

Maintain and update Executive Committee and Department Heads’ leave record

Maintain and update ‘Manager-On-Duty’ schedule

Prepare monthly financial data reports

Maintain confidentiality of sensitive matters/issues

Manage and upkeep the functionality and cleanliness of the office

Ensure adequate stock of office stationery

Maintain a high level of professionalism and project a positive image of the organization.

Other Responsibilities

Maintain complete knowledge of all F&B services, contents & preparation methods, outlets and hotel services/features

Be fully conversant with hotel fire & life safety/emergency procedures

Attend all briefings, meetings and trainings as assigned by management

Maintain a high standard of personal appearance and hygiene at all times

Perform other reasonable duties assigned by the assigned by the Management

Qualifications

Diploma education
Minimum 8 years of secretarial experience with at least 5 years serving the senior management level
Excellent reading, writing and oral proficiency in English language
Good working knowledge of MS Excel, Word, & PowerPoint

Competencies

Good communication and customer contact skills
Service oriented with an eye for details
Ability to work effectively and contribute in a team
Self-motivated and energetic
Well-presented and professionally groomed at all times.

Additional Information

What is in it for you:

Employee benefit card offering discounted Accor rates worldwide
Learning programs through our academies
Opportunity to develop your talent and grow within your property and across the world
Ability to make a difference through our corporate social responsibility activities