Executive Secretary

at Jumeirah Living WTCR
Published September 12, 2023
Expires October 12, 2023
Location Dubai, United Arab Emirates
Category Administration  
Job Type Full Time  
Working Hours 40
Salary Unit Month


An opportunity has arisen for Executive Secretary to join the team at Jumeirah Living.

Main Duties: and responsibilities of this role:

Arranging meetings with external and internal guests
Deal with all telephone enquiries promptly and accurately recording messages in the Message Book for the General Manager.
Check General Manager's electronic mail system for any urgent messages and print out as required. In his absence ensure matters are referred to alternative Executive Committee members for action and ensure response is made when required.
Checking the Opera system for guest information.
Arranging colleague lunch with the General Manager as and when required.
Ensure daily and weekly reports are on hand prior to the daily and weekly meetings.
Greeting all guests and customers in a friendly manner and dealing with them as appropriate.
Handling incoming and outgoing telephone calls promptly, courteously in a mature manner and in accordance with the Jumeirah procedures
Has all the necessary paperwork in hand for the current working day.
Maintain an up‑to‑date comprehensive filing system ensuring correspondence is filed daily and old correspondence/files cleared out on a regular basis (or at least annually).
Opening all correspondence/mails addressed to the General Manager unless clearly marked private and confidential.
To check mailbox several times a day for any mail, messages received and proceed as indicated.
To keep the office area clean, tidy and presentable always.
To manage an efficient and effective trace system for the General Manager to ensure action is taken at the appropriate time on relevant matters. Similarly ensure follow‑up is done on matters initiated and requiring a response and deadlines are kept.
To send email and follow up for responses where required.
Typing of all correspondence and reports of the General Manager’s office - received in manuscript or dictated form.
To perform any other secretarial duties as requested by the General Manager or on her behalf and for hotel visitors and VIPs.
Adapting a smart and professional dress code in accordance with set standards.
Arranging site inspections for VIPs and corporate guests.
Attending various departmental meetings and preparing the minutes for distribution.
Business card Scanning and updating the business contact list.
Handling Jumeirah Living Feedback and Jumeirah Living Info e-mails and making the necessary follow up with relevant persons / departments in the hotel.
Co-ordination with Corporate Media & Marketing for photo shoots, magazines and site inspections.
Coordination with colleagues who wish to meet the General Manager – giving them directives according to the Hotel policy and to take right route for resolving their issues, not to overload the General Manager.
Ensure equipment in Executive Offices, including photocopier is always working with adequate supplies of paper, toner, etc. call maintenance engineers when required.
Handling complaint or commendation letters replying to guests after investigation.
Handling Rooms Reservation, Rest Reservation and Show around bookings for the guests who contact General Manager’s office.
Keeping all read, told, overheard information of the company and management strictly confidential always.
Keeping purchase requests in the ADACO system up to date.
Liaising with all department heads and colleagues in a spirit of teamwork to ensure a smooth and efficient administration of the hotel.
Liaising with the travel agents on flight arrangements, both personal and business also arranging the hotel accommodations
Maintaining identical diaries of events, having ready the necessary correspondence / reports available to assist at meetings.
Meeting guests on behalf of General Manager in her absence or busy schedules as per her directives.
Organizing Birthday celebrations and Gifts for senior management.
Preparing EXCOM Roster & Annual Holiday schedule for Head of Departments.
Prioritizing various documents of other departments, which needs immediate attention.
always Providing essential two-way communication link between the hotel and the client in order to create and maintain customer goodwill.
Receiving and sorting mails on daily basis.
To prepare and submit departmental reports to corporate office before the due date on monthly basis.
To act as liaison between Executive Committee members and the General Manager, ensuring all messages are passed on and meetings arranged as requested.
To attend any hotel functions as requested by the General Manager.
To attend training and meetings as and when required.
To be flexible and extend job duties to carry out any other reasonable duties and responsibilities within the job capability as assigned, including redeployment to alternative departments/areas if required, to meet business demands and guest service needs.
To ensure you understand and adhere to the hotel's rules and regulations and in particular, the policies and procedures relating to Fire, Hygiene, Health and Safety.
To maintain General Manager's up‑to‑date mailing list for events such as Christmas and New Year's Eve to send out the occasion cards.
To maintain good working relationships with your colleagues and all other departments.
To process promptly all in and out going accommodation requests including EXCOM complimentary requests.
To provide a friendly, courteous and professional service always and be well groomed so as to represent a high standard of the hotel/company.
To respond to any changes in the department as dictated by the needs of the industry, company or hotel operation.
To supervise any employee you are responsible for, ensuring that the correct standards and procedures are maintained as stated in the Hotel's Policy & Procedures Manuals.
To take an interest in and keep up‑to‑date with events occurring in the hotel.
Training the co-worker on working methods in the Executive Office to ensure that all runs smoothly in PA’s absence.
Reminding department heads of reports due for submission to corporate office.
To be responsible for scheduling / coordinating meetings:
Keeping the General Manager informed of appointments and meetings scheduled and ensuring enough time for each meeting and assist General Manager to keep to the timetable daily by ensuring that internal attendees arrive on time.
To be responsible for following up on minutes ensuring Department Heads action tasks as requested by the General Manager to meet deadlines.
Working according to the workload and pressure and being available for overtime when required.

About You:

The ideal candidate for this position will have the following experience and qualifications.


Secretarial/ Administration certificate desirable
At least three years’ experience as Executive Secretary to Senior Manager
Hospitality Industry Experience
Shorthand skills


Bachelors in Business Administration
Has worked in multi-cultural environment.

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