Executive Assistant

7 days ago

Abu Dhabi, Abu Dhabi, United Arab Emirates Anantara Hotels & Resorts Full time
Roles and responsibilities

You will be supporting the GeneralManager with the day-to-day operations with effectiveadministrative and secretarial work. A brilliant multi-tasker, yourtasks include but are not limited to organising appointments,taking meeting notes, making travel arrangements, and providing anyother assistance required by the hotel's leadership team.You will work and coordinate with other departments to ensure thatthey meet their targets andgoals.

Qualifications

  • At least Bachelor's Degreein any field.
  • At least 5 years'experience in executive secretarial work with multinationalcompanies.
  • Effective telephone communicationskills, and above average proficiency in MS Office applicationssuch as Word, Powerpoint, and Excel.
  • Aboveaverage fluency in English (written andspoken).

  • .OrganizationalSkills

  • TimeManagement: Effectively managing theexecutive's time, scheduling meetings, appointments, andevents, and ensuring deadlines aremet.
  • Multitasking:Handling multiple tasks simultaneously, including administrativesupport, travel arrangements, and communication management, whilemaintaining accuracy andefficiency.
  • Attention toDetail: Ensuring all administrative documents,reports, and communication are error-free, organized, and properlyfiled for easyaccess.

  • 2. CommunicationSkills

  • WrittenCommunication: Drafting emails, memos, reports, andother documents, ensuring clarity, professionalism, andaccuracy.
  • VerbalCommunication: Serving as a liaison between theexecutive and various stakeholders, including clients, employees,and partners, effectively conveyingmessages.
  • Discretion andConfidentiality: Handling sensitive information withdiscretion, maintaining confidentiality, and ensuring thatexecutive communications are handledsecurely.

  • 3.Problem-Solving andInitiative

  • ProactiveApproach: Anticipating the needs of the executiveand addressing issues before they arise, whether it'sscheduling conflicts, administrative problems, or logisticalchallenges.
  • Troubleshooting:Addressing problems efficiently, whether related to officemanagement, travel logistics, or communication breakdowns, andfinding quicksolutions.
  • Decision-Making:Assisting the executive in making decisions by providing relevantinformation and offering well-considered advice on variousmatters.

  • 4.TechnologicalProficiency

  • SoftwareSkills: Expertise in office software, including wordprocessing, spreadsheets (Microsoft Office Suite, GoogleWorkspace), and presentation tools (PowerPoint, Google Slides).Familiarity with specialized tools like project management software(e.g., Asana, Trello) or CRMsystems.
  • TechnologySavvy: Comfortably using modern communication tools(email, instant messaging platforms, video conferencing tools) tofacilitate smoothcommunication.
  • SystemOrganization: Maintaining organized digital andphysical filing systems, and managing data storage to ensure easyaccess toinformation.

  • 5. Calendarand TravelManagement

  • Scheduling:Managing complex calendars, including arranging meetings,appointments, and events, ensuring that the executive is aware oftheir schedule.
  • TravelCoordination: Organizing travel plans, includingflight bookings, hotel reservations, ground transportation, andpreparing travelitineraries.
  • EventPlanning: Organizing events, meetings, andconferences, ensuring all logistics are taken care of and thateverything runssmoothly.

  • 6.Interpersonal and Relationship-BuildingSkills

  • CustomerService: Interacting with clients, employees, andexternal stakeholders with a positive attitude, representing theexecutive or leadershipteam.
  • RelationshipManagement: Building and maintaining professionalrelationships with key individuals inside and outside theorganization, helping the executive stay connected withstakeholders.
  • Empathy andDiplomacy: Understanding the needs of others andnavigating challenging situations diplomatically andtactfully.
Desired candidate profile

. AdministrativeSupport

  • OfficeManagement: Managing day-to-day operations of theexecutive's office, including managing supplies, handlingcorrespondence, and maintaining officeequipment.
  • DocumentPreparation: Drafting and editing documents such asletters, presentations, reports, and other writtencommunications.
  • MeetingPreparation: Preparing agendas, taking minutes, andensuring all necessary materials are available for meetings andconferences.

2.Calendar and SchedulingManagement

  • AppointmentScheduling: Coordinating and maintaining theexecutive's calendar by scheduling meetings,appointments, and events while avoidingconflicts.
  • TimeAllocation: Prioritizing meetings and appointmentsto ensure the executive's time is usedefficiently.
  • ReminderSystems: Sending reminders for meetings andimportant events, ensuring that the executive stays on track withtheir schedule.

3.Travel and EventCoordination

  • TravelArrangements: Coordinating and organizing travellogistics, including booking flights, accommodations, and groundtransportation.
  • ItineraryManagement: Creating detailed itineraries for theexecutive, including meeting schedules, travel details, andrelevant documents.
  • EventOrganization: Planning and organizing internal andexternal events, conferences, or functions, managing all logisticalaspects from venue selection toinvitations.

4.CommunicationLiaison

  • StakeholderCommunication: Acting as the first point of contactfor the executive, handling phone calls, emails, and othercommunications and relaying messageseffectively.
  • ManagingCorrespondence: Screening and prioritizing emails,phone calls, and messages, ensuring that urgent matters areaddressed promptly and delegating other matters asneeded.
  • BuildingRelationships: Maintaining good relationships withinternal team members, clients, and external business partners,acting as a liaison for theexecutive.

5. Financialand BudgetingSupport

  • ExpenseManagement: Keeping track of theexecutive's expenses and preparing reports forreimbursement or budgetingpurposes.
  • InvoiceHandling: Managing invoices, processing payments,and ensuring financial records are updated andaccurate.
  • Budgeting:Assisting with budget preparation and tracking expenses fordepartmental or executive-relatedexpenditures.

6.Special Projects andResearch

  • ProjectManagement: Assisting with specific projects orinitiatives, conducting research, gathering data, and compilingreports asneeded.
  • Problem-Solving:Managing ad-hoc tasks and unexpected challenges, taking initiativeto solve issues or providesolutions.
  • ProcessImprovement: Identifying opportunities to streamlineprocesses or improve the executive's workflow for greaterefficiency.
Key Skills
Hospitality,AdministrativeOperations,Administrative Tasks
EmploymentType : Full-time
Department /Functional Area: Administration
Experience: years
Gender: Male
Vacancy: 1

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