Executive Secretary

**Company Description**
We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

By joining an Accor brand, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality.

Do what you love; care for the world; dare to challenge the status quo #BELIMITLESS.
- Establishment of proper business correspondence, memoranda, reports and forms, including those of confidential nature.
- Maintaining a filing system for diverse data, memorandums and correspondence:

- Establishment of minutes of meetings and transcribes dictation from GM.
- Answering and channelling phone calls, arranging and reminding appointments for GM.
- Receives and screens office callers and visitors schedules and sets up appointments.
- Receives, opens, sorts all incoming mail; dispatches outgoing mail.
- Sees to proper handling, use and maintenance of office equipment and supplies; sees to cleanliness and maintenance of own area and RGM’s office.
- Performs duties common to all Department Heads and other duties as may be assigned.
- Administers the distribution, filing and necessary information flow of the Duty Manager Reports.
- Establishes in co-ordination with the Hotel/General Manager the monthly planning of the Department Heads duties.
- Administers the gathering of necessary data in order to establish weekly attendance forecast for Department Heads; working days and day’s off for GM’s overview.
- Does necessary corrections if needed and informs the GM on changes.
- In-house Guest Letter to be established on regular basis together with Rooms Division / F&B Manager.
- Diverse lay-outs which goes in front of the guest.
- Makes sure that all memos are channelled through GM office in order to check the “copies to” and to inform the necessary departments if not already made.
- Keeps trace for daily briefings, follow-up and important information; to be prepared for the GM.
- Makes on a regular basis proposals to General Manager about new ideas, internal problems, etc.
- In absence of the General Manager, establishes in form of short notes daily reports about major happenings in the hotel for GM information.
- Regarding the proper information flow executive secertary is familiar with the organisation chart of the hotel and the relevant flow of information.
- Is familiar with all related company Corp. Design (CD) matters (frames, fonts, logos, etc).
- He/she is familiar with all related company documentation and especially with the relevant Operational Standards Manual for his/her field of responsibility.
- Other duties as assigned.
- Perform duties in a manner that respects Rixos Hotels which are Trust, Relationship, Entrepreneurship and Drive.

**Qualifications**
- Minimum of 1-2 years of experience in a similar capacity.
- Strong organizational and administrative ability.
- Strong knowledge of Microsoft Office 365

**Additional Information**
- ood communication and customer contact skills
- Service oriented with an eye for details
- Ability to work effectively and contribute in a team
- Self-motivated and energetic
- Well-presented and professionally groomed at all times