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Administrative Assistant/secretary

4 months ago

Al Qusais, United Arab Emirates TIME Grand Plaza Hotel Full time

Deals with in-coming and out-going mail on a daily basis and distribute in a timely manner.
- Takes incoming and placing all outgoing telephone calls promptly and courteously as per standard procedure.
- Handles and manages the General Manager’s Schedules and calendars; and arrange meetings as required.
- Maintains stocks of office stationery.
- Attends and takes minutes for the Department Heads Meeting.
- Develops and maintains office procedures and systems and ensure smooth office operations, with a trace system in place.
- Ensures that all incoming external reports are issued in a timely manner.
- Liaises with all management and staff in a spirit of team work to ensure a smooth and efficient administration of the hotel.
- Reminds Department Heads of reports due.
- Prepares, assembles and distributes various reports and documents as compiled by the GM.
- Keeps GM’s calendar constantly updated to facilitate appointment and meeting schedules.
- Establishes and maintains various filing/records/database of business contacts, traces pending items and follows up as appropriate.
- Functions as an administrative link between and among all levels of hotel employees, guests, and external contacts to ensure that all parties receive the relevant information.
- Prepares complimentary vouchers as requested by individual departments and business contacts and keeps an updated record master file.
- Sends accurate replies to all guest comments and feedback signed and approved by the GM.
- Prepares the monthly summary report of guest comments and suggestions.
- Works according to the workload and pressure and is available for overtime when required.
- Performs other duties as assigned by the General ManagerUnderstands and strictly adheres to the Rules & Regulations established in the Employees Handbook and the Hotel’s policy on Fire, Health and Safety.
- Reports for duty punctually wearing the correct uniform and name tag at all times.
- Is able to work split shifts as and when required.
- Maintains a high standard of personal appearance and hygiene at all times.
- Maintains a good rapport and working relationship with staff in all other departments.
- Attends and contribute to all Staff meeting, Department Heads meeting and Hotel trainings scheduled and other related activities.
- Projects at all times a positive and motivated attitude and exercise self-control.
- Ensures that the standards required by Law and by Management are maintained at all times and to keep all read, told, overheard information of the company and management strictly confidential at all times.

**Salary**: From AED3,600.00 per month

Ability to commute/relocate:

- Al Qusais: Reliably commute or planning to relocate before starting work (preferred)

**Experience**:

- administrative assistant: 1 year (preferred)
- Hospitality: 1 year (preferred)