Job title:
Personal Assistant to the Executive Office
Department:
Executive Office
Command received from (directly):
Director general
Leadership received from (indirectly):
Key stakeholders:
Heads of Departments
Our vision is to create moments
Mövenpick Hotels & Resorts (MH&R) operates in the “Moments” business. We are closely involved in the important times in the lives of our guests. And you never know when a moment can be made. A simple smile in the hallway can create positivity that turns a business trip into a new business celebration. Insider advice on how best to spend a day can make your vacation complete. A romantic dinner for two can lead to a long-term partnership.
It doesn’t take long to make a moment. Just to be honest. and humans. and warm. And take steps to do the ordinary in an extraordinary way.
We understand that this vision cannot be achieved without great people creating and supporting work environments designed to deliver exceptional results.
Role
The Administrative Assistant position takes full responsibility for performing secretarial and office tasks (answering phones, receiving mail and delivery, filing, scheduling, information routing, word processing, etc.)
He will be responsible for translating Arabic and English documents for the Executive Office.
– It will be the first point of contact for all the guests coming to the office and will help them accordingly
Main deliverables and responsibilities
Planning and Organizing:
Excellent working knowledge of Office Outlook, Word and Powerpoint and basic knowledge of Excel.
Create appropriate business correspondence, memos, reports and forms, including those of a confidential nature.
Maintaining a system of saving data, notes and various correspondence:
– On the hard disk of the computer
– Within GM’s file system office
Operations:
Familiar with the key operating standards of Mövenpick Hotels & Resorts relevant to his area of responsibility as well as local/local policies and procedures and consider them within his day-to-day scope of work.
Sees proper handling, use and maintenance of office equipment and supplies. He maintains the cleanliness and maintenance of his area and the General Motors office.
– Establishes, in coordination with the General Manager, the monthly planning for the tasks of the “section heads”.
In the absence of the general manager, he shall specify in the form of short notes daily reports on major events in the hotel for information.
Establishes and/or adheres to an appropriate filing system within his office as per the Director General.
Administration:
– Create meeting minutes and write dictation from GM.
Answering, directing, arranging and reminding of appointments for General Motors.
– Receiving and screens office callers and visitors, schedules and preparing appointments.
Receives, opens and sorts all incoming mail. Sends outgoing mail.
– Performs common duties for all department heads and other duties that may be assigned.
Manages the distribution, filing and flow of information necessary for the reports of the Duty Manager.
Manages the data collection process in order to develop weekly attendance forecasts for department heads; Work and vacation days for an overview of GM.
Manages the data collection process in order to develop the leadership team’s annual leave plan in a timely manner; Make necessary corrections if necessary and inform the General Manager of the changes.
– Menus of food, drink, etc. are created on a regular basis when needed with a decent layout.
An internal guest letter is created on a regular basis with the Rooms/F&B department manager.
– Various designs in front of the guest.
Ensures that all policies and memos are passed through her office in order to check “copy to” and inform the necessary departments if they are not already made.
– Keeps track of daily re briefings. Follow-up and important information; To be prepared for the GM.
Makes proposals on a regular basis to the General Manager on new ideas, internal problems, etc.
– Regarding appropriate information flow, he/she is familiar with the hotel’s organizational structure and related information flow.
– Familiar with all matters relating to Corp. Design (CD) (frames, fonts, logos, etc.).
– This section indicates any paperwork, tracking or reporting that the individual will be responsible for (eg daily float count, petty cash)
Internal: Working in harmony with Executive Committee members, information flow to GM
– External: Owners’ office, hotel clients, main and regional offices
– Materials: All materials related to her office, including machinery, administrative and operational equipment, etc.
– Perform any other reasonable duties and responsibilities that may be assigned.
Mövenpick Hotels & Resorts reserves the right to revise all job descriptions from time to time as required by business. Other duties may be assigned as necessary. The above job description attempts to identify the main aspects of the role, however, it does not limit his right to assign other duties to an employee in this position. This job description does not constitute a written or implied contract of employment.
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