Executive Secretary

Company Description

The Iconic Rixos Gulf Hotel Doha introduces a unique lifestyle and luxurious Services and products, Rixos warm hospitality, the vibrant Entertainment programs, and the trendy and distinguished ALL INCLUSIVE Food and Beverage concepts with 378 beautifully appointed guest Rooms, dream bedding and luxurious atmosphere. Join our motivated and vibrant Team as Executive Secretary and build your career with us.

Job Description

The main job responsibilities include but are not limited to:

Excellent knowledge of dealing with MS Office applications (Windows XP). Establishment of proper business correspondence, memorandum, reports and forms, including those of confidential nature. Maintaining a filing system for diverse data, memorandums and correspondence: Establishment of minutes of meetings and transcribes dictation from GM. Answering and channelling phone calls, arranging and reminding appointments for GM. Receives and screens office callers and visitors schedules and sets up appointments. Receives, opens, sorts all incoming mail; dispatches outgoing mail. Sees to proper handling, use and maintenance of office equipment and supplies; sees to cleanliness and maintenance of own area and RGM’s office. Performs duties common to all Department Heads and other duties as may be assigned.

DUTY MANAGERS

Administers the distribution, filing and necessary information flow of the Duty Manager Reports. Establishes in co-ordination with the Hotel/General Manager the monthly planning of the Department Heads duties.

ATTENDANCE OVERVIEW (weekly)

Administers the gathering of necessary data in order to establish weekly attendance forecast for Department Heads; working days and day’s off for RGM’s overview. Does necessary corrections if needed and informs the RGM on changes.

IN HOUSE PRODUCED PRINTING MATERIAL

F&B menus etc. to be established on regular basis when needed with decent layout. In-house Guest Letter to be established on regular basis together with Rooms Division Manager / F&B Manager. Diverse lay-outs which goes in front of the guest.

INFORMATION

Makes sure that all memos are channelled through her office in order to check the “copies to” and to inform the necessary departments if not already made. Keeps trace for daily briefings, follow-up and important information; to be prepared for the RGM. Makes on a regular basis proposals to Regional General Manager about new ideas, internal problems, etc. In absence of the Regional General Manager she establishes in form of short notes daily reports about major happenings in the hotel for his information. Regarding the proper information flow she is familiar with the organisation chart of the hotel and the relevant flow of information. Is familiar with all related company Corp. Design (CD) matters (frames, fonts, logos, etc).

GENERAL / MISCELLANEOUS

Ensures all staff are thoroughly familiar with the Hotel’s emergency procedures and is in a state of preparedness for any emergency which may occur. Maintains a monthly overview of vacation- and public holiday balance of her department and delivers a monthly consolidated summary to the Director of HR. He/she is familiar with all related company documentation and especially with the relevant Operational Standards Manual for his/her field of responsibility. Other duties as assigned.

SPECIAL

Perform duties in a manner that respects Rixos Hotels which are Trust, Relationship, Entrepreneurship and Drive. Assist in Task Force Teams for new openings. Carry out any other reasonable task (which may not be stated here) as requested.
Qualifications

Bachelors Degree

---