Executive Assistant - Waldorf Astoria Ras Al Khaimah

An Executive Assistant is responsible to provides the General Manager/Executive Committee Member with administrative support including, typing, filing, answering telephones, taking messages, maintaining appointment calendar, making travel arrangements and other general office duties

What will I be doing

ESSENTIAL FUNCTIONS

• Maintain organized office systems, including filing, record-keeping, and document management.
• Manage calendars, schedule appointments, and coordinate meetings, conferences, and travel arrangements.
• Prepares and types correspondence and fairly complex numerical/financial reports, as directed.
• Prepares correspondence on behalf of management. Draft, edit, and proofread correspondence and reports.
• Serve as a primary point of contact for internal and external stakeholders, answering calls, responding to emails, and directing inquiries appropriately.
• Uses the property's email system and maintains their email box, as is policy. Additionally, this position may or may not have access and/or control over the email box of their supervisor(s).
• Prepare meeting agendas, take minutes, and distribute materials before and after meetings.
• Announces visitors and/or handles requests, as appropriate.
• Handle sensitive and confidential information with discretion and maintain confidentiality at all times.
• Provide excellent customer service to visitors, clients, and colleagues, addressing inquiries and resolving issues promptly and professionally.
• Collaborate with colleagues and support staff in various departments to facilitate efficient workflow and achieve organizational goals.
• Represent the organization with professionalism, integrity, and courtesy in all interactions, both internal and external.

SUPPORTIVE FUNCTIONS

• In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.

• Maintenance of filing system in accordance with the Record Retention policy.
• Conduct research and compile information for projects or reports.
• Attend all required meetings
• Knowledge of and compliance with all Emergency procedures.
• Reports unsafe conditions, as appropriate.
• Maintain a professional and friendly relationship with other departments, team members and guests.
• Format documents and presentations to enhance readability.
• Other duties as assigned by management

What are we looking for

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

• Ability to read listens and communicates effectively in English and in writing, using correct grammar, spelling and sentence structure.

• Prepare official correspondence on behalf of management for both external and internal communicationsverbally and in writing.

• Ability to sit for extended periods of time and continuously performs the essential job functions

• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact and diplomacy.

• Ability to type 60 wpm.

• Ability to effectively transcribe information from handwritten memos and recordings.