Executive Personal Assistant

Job description / Role

Executive Personal Assistant - Raffles & Fairmont Doha

Scope and Objectives

The position is responsible for providing timely and high level of professional secretarial and administration support to the Managing Director.

Key Interactions

Internally
- Executive Committee Members.
- Department Heads.
- Section Heads.
- All Colleagues.

Externally
- Guests.
- Owners Office.
- Singapore and Worldwide Corporate Offices.
- Government and VIP Liaison Officers.
- Embassies.
- Hoteliers.
- Travel Agents.
- Vendors.

Primary Responsibilities

Manages the Work Schedule of The Managing Director

- Co-ordinates and arranges meetings, appointments and conference calls.
- Books the meeting venue and arranges necessary equipment.
- Sends meeting invitations via Microsoft Outlook.
- Sends reminder to all attendees a day before the meetings.
- Prepares the meeting notes or documents.
- Takes minutes of meetings and disseminates accordingly.

Manages Correspondences, Reports and Phone Calls

- Handles confidential documents ensuring they remain secure.
- Manages all incoming and outgoing correspondences independently. Prepares replies for Managing Director's review.
- Manages the Managing Director and the hotel's generic mail boxes and disseminates to the relevant colleagues for action or prepares replies for Managing Director's review.
- Handles documents for Managing Director's signature ensuring accurate information provided.
- Ensures the weekly and monthly reports required by the Owners and Corporate offices are sent on a timely manner.
- Prepares monthly expense reports for the Managing Director and handles the approval process. Follows up on the reimbursement to the Managing Director.
- Schedules the roster of 'Manager-On-Duty' amongst the Executive Committee members and Department Heads. Ensures the reports are completed by the individual after the duty, necessary actions are taken and filed accordingly.
- Conducts research and prepares presentations or reports as assigned by the Managing Director.
- Updates databases.
- Manages accommodation arrangements and programs for overseas visitors.
- Facilitates communication within the hotel as assigned by the Managing Director.
- Receives and screens phone calls and redirects them appropriately.

Manages Overseas Travels

- Co-ordinates and arranges flight bookings, hotel accommodations, visa applications and airport transfers.
- Ensures the class of flights booked is as per hotel's policy and at the best air fares.
- Ensures the hotel accommodations are booked at the best rates.
- Compares the costs between taxi and hotel limousine for airport transfers and arranges appropriately.
- Prepares and submits the travel approval form to the Vice President, Operations LUXE Hotels, Malaysia, Indonesia and Singapore, for approval and signature before issuance of air ticket.
- Arranges travel insurance.
- Arranges Visa, if required.
- Arranges cash advance in the currencies of the visiting countries.
- Handles on-line check-in.
- Prepares a detailed travel file that consists of e-tickets, hotel confirmations, travel insurance policy, trip itinerary and relevant documents.

Manages Filing Documentation and Record Keeping

- Maintains systematic up-to-date filing or e-filing for effective and easy retrieval.
- Maintains an up-to-date record of vacation and off-in-lieu days of the Executive Committee Members and Department Heads.
- Monitors and follows-up on documentation to ensure appropriate timelines are met and actions completed.

Oversees Office Administration

- Monitors and ensures adequate stock of office stationery or supplies.
- Ensures the office equipment is functioning effectively.
- Ensures the cleanliness and appearance of the office.

Involvement in Wider Job Function Relationships

- Upholds Accor Values of Guest Passion, Sustainable Performance, Spirit of Conquest, Innovation, Trust and Respect in the execution of all duties and responsibilities and in ensuring full compliance by all departments.
- Participates and supports sustainability in corporate initiatives and programmes such as Planet 21 - Corporate Social Responsibility, Diversity and Inclusion, Women at AccorHotels Generation (WAAG), etc.
- Executes and co-ordinates tasks that may be assigned by the Managing Director.

Main Complexities/Critical Issues in the Job

- Manages the schedule of the Managing Director efficiently.
- Commitment to discretion and confidentiality concerning sensitive hotel information.
- Works independently with minimum supervision and has good initiative.
- Timely response in managing guests' requirements or complaints.
- Ability to resolve problems or issues and make decisions within scope.

Requirements

Knowledge and Experience

- Private Secretary's Certificate or Diploma.
- Minimum 5 years of relevant experience in the hotel industry supporting the senior management.
- Strong knowledge of Microsoft Outlook, Microsoft Office and excellent administration skills.

Competencies

- Good written and spoken communication skills.
- Excellent organizational and time management skills.
- Good interpersonal skills with ability to communicate with guests and all levels of colleagues.
- Good presentation and influencing skills.
- Accuracy and attention to details.
- Self-motivated and energetic.
- Flexible and able to embrace and respond to changes effectively.

About the Company

A caring employer providing respect, training and career development for our employees. An attractive employer offering more than 100 professions across the 5 continents.

We are much more than a world leader. We are 250,000 hoteliers with the same shared passion for welcoming. We take care of millions of guests in our 4,300 addresses and on our digital platforms. As an operator and franchisor (HotelServices), owner and investor (HotelInvest), we invest all our energy into making "Feel Welcome" resonate as the finest hotel promise.

From luxury to economy and in every corner of the globe, AccorHotels'​ more than 20 brands meet all the needs of business and leisure travelers seeking comfort, attention and high-quality services.