Executive Assistant to the General Manager

Emirates Palace Mandarin Oriental, Abu Dhabi is looking for an Executive Assistant to the General Manager to join our Executive Office team.

Are you a master of craft? Do you thrive in a team that succeeds together, demonstrating integrity and respect while acting responsibly? Do you embrace a growth mindset? We invite you to become a fan of the exceptional.

Mandarin Oriental is the award-winning owner and operator of some of the most luxurious hotels, resorts and residences located in prime destinations around the world, with a strong development pipeline. Increasingly recognized for creating some of the world’s most sought-after properties, the Group provides legendary service inspired by Asian heritage whilst representing the very cutting-edge of luxury experiences.

Emirates Palace is the definition of an unrivaled Arabian fantasy. From a 1.3 km pristine private beach, landscaped pools and a private marina overlooking a natural bay, the hotel is located in the heart of Abu Dhabi and perfect for a once-in-a lifetime holiday or for events and meetings that make a statement, with some of the city’s largest hotel conference centres. Emirates Palace offers award-winning 5-star luxury hospitality and authentic local experiences with 394 luxurious rooms and suites along with award-winning culinary cuisines.

About The Job

Based at the Emirates Palace Mandarin Oriental, Abu Dhabi within the Executive Office, the Executive Assistant to the General Manager will provide superior administrative support to the General Manager and Executive Office, as well as support to the Hotel Manager and Executive Committee as directed. The Executive Assistant reports to the General Manager of the property.

As Executive Assistant to the General Manager, you will be responsible for the following duties:

• Disseminate / communicate all corporate and hotel policies and standard operating procedures to the colleagues as required.
• Ensures all reasonable steps to safeguard stored information and not divulge or otherwise transfer any personal data concerning the guests, customers or colleagues, or any confidential information concerning the hotel unless with the appropriate authority.
• Assist the General Manager in ensuring the smooth administration and operation of the Executive Office
• Process and respond to all correspondence in a timely manner at a professional level
• Manage and administer the filing systems of the General Manager’s office, taking care to ensure all filed documents are up to date with the latest revisions
• Maintain a high degree of confidentiality, diplomacy and attention to detail in all matters pertaining to the Hotel.
• Prepare and provide the necessary documents for the General Manager’s upcoming meetings within a suitable timeframe in advance of the meeting
• Answer telephone calls promptly as per the Mandarin Oriental standard and handle enquiries professionally, with full telephone cover at all times during office hours
• Ensure that appropriate action is taken on matters arising during the General Manager’s absence and keep the relevant individuals informed of all developments
• Carry out administrative duties required by the General Manager, including photocopying, scanning, word processing, binding, organising files
• Ensure the trace file is accurately maintained in accordance with the General Manager’s requirements
• Assist the General Manager in the coordination of personal matters where required
• Minute and document the General Manager’s meetings as and when required, ensuring that minutes are distributed to the necessary individuals within a suitable time frame following the meeting
• Schedule the meetings of the General Manager and ensure calendars are maintained and accurate
• Prepare the expense reports of the General Manager as when required
• Prepare travel itineraries and complete airline/accommodation/transportation arrangements at the expected standard for the General Manager and Corporate representatives
• Create and prepare reports as required by the General Manager, relating to both operations and administration
• Create and update the General Manager’s PowerPoint presentations, and where necessary, communicate and transfer the PowerPoint file to the necessary parties in advance of the presentation
• Ensure all documents provided to the General Manager by the Hotel meet the expected documentation standards
• Ensure guests comments and complaints are brought to the General Manager’s attention in a timely manner
• Maintain a good professional relationship with the Executive Committee of the Hotel in order to facilitate communication
• Ensure the General Manager and Executive Office are adequately equipped with the required stationery
• Compose, type, proof-read and summarize correspondence, memorandums, reports and documentation for the General Manager
• Attend trainings as directed by the General Manager to develop and acquire the skills necessary to operate at the expected professional level.
• Meet with guests and clients on behalf of the General Manager to make the appropriate introductions and initiate channels of communication.
• Support operational divisions as required under the direction of the General Manager.
  
  

As Executive Assistant to the General Manager, we expect from you:

• Degree or Higher National Diploma equivalent in Hospitality or Business Management
• 4 years relevant experience as Executive Assistant reporting to the General Manager/ Vice President; preferably from luxury hotel environment
• Exceptional planning and organizational skills
• Problem/Conflict solving and decision making
• Possess the required finesse and diplomacy to deal with multiple stakeholders like Owner’s Office, Corporate Office, Government offices and Embassies, internal and external guests, visitors and organizations, with cross cultural sensitivity
• Impeccable communication skills and negotiation techniques
• Writing and sufficient typing skills (to complete 100 wpm accurately) – ability to compose/draft GM’s correspondence and reports
• Fluency in verbal and written English
• Proficiency in Microsoft Office applications
  
  

Our commitment to you

• Learning & Development. Your success is our success. We craft unique learning and development programmes for various stages in your career so that you grow, continuously.
• MOstay. When you work as hard as our colleagues do, it’s important to take time off. As a member of the #MOfamily, you can stay with us wherever you go in the world. The MOstay programme offers complimentary nights and additionally attractive rates on rooms for you and your loved ones.
• Heath & Colleague Wellness. Finding the right work-life balance is important. Your wellbeing matters to us. A variety of health benefits and wellness programmes are offered to all our colleagues, globally.
• Retirement Plans. When you show commitment to us, we reciprocate. We offer different retirement plans depending on the length of your service and your role.
  
  

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