Executive Secretary

About the Company

Rixos Murjana by Ennismore offers an extraordinary hospitality experience designed to surpass typical standards, located in King Abdullah Economic City, Saudi Arabia. This expansive property combines luxury, relaxation, and adventure in a seamless all-inclusive resort setting. Ennismore is dedicated to fostering personal and professional growth by providing fulfilling career opportunities aligned with your aspirations.

Role Overview

The Executive Secretary / Personal Assistant position supports the Regional General Manager by managing confidential information with utmost discretion and ensuring efficient administration of the Executive Office. This role encompasses scheduling, correspondence, meeting coordination, and maintaining smooth communication across departments. Additional support may also be extended to other senior department leaders as required.

Key Responsibilities

• Deliver comprehensive secretarial and administrative assistance to the Regional General Manager.
• Organize calendars, appointments, meetings, and daily office workflows.
• Draft business documents, reports, memorandums, and handle confidential paperwork.
• Maintain systematic filing and document management systems.
• Manage telephone communications, visitor reception, and office call screening.
• Process incoming and outgoing correspondence efficiently.
• Oversee office equipment and supply maintenance.
• Ensure cleanliness and organization of the Executive Office environment.
• Attend meetings to take precise minutes and notes, preserving accurate records of daily briefings and follow-ups.
• Facilitate smooth information exchange between the Executive Office and hotel departments.
• Distribute internal communications and ensure timely delivery to respective departments.
• Prepare concise daily updates on hotel affairs for the Regional General Manager during their absence.
• Identify and communicate relevant operational issues and improvement opportunities proactively.
• Coordinate Duty Manager reports, filing, and information flow.
• Support monthly scheduling duties for Department Heads alongside the Hotel/General Manager.
• Compile and update attendance information for Department Heads, including work schedules and days off, and provide summaries to the Regional General Manager.
• Prepare and professionally format internal and guest-facing materials such as menus, guest letters, and forms, adhering to corporate design standards.
• Work closely with departments to ensure accuracy and currency of guest communications and materials.
• Maintain up-to-date knowledge of hotel policies, procedures, standards, and legal requirements, ensuring compliance.
• Support emergency preparedness by being familiar with security and safety protocols.
• Maintain and report vacation and public holiday records to the HR Director as requested.
• Assist in Task Force teams and with new hotel openings as needed.
• Contribute to ongoing initiatives related to ISO Integrated Management System compliance, including quality management, environmental stewardship, health and safety, risk management, and customer complaint handling.

Qualifications and Skills

• Demonstrated experience as an Executive Secretary, Personal Assistant, or similar administrative role, preferably in hospitality.
• Proficient in Microsoft Office suite applications.
• Excellent organizational abilities and effective time management.
• Strong verbal and written communication capabilities.
• Committed to maintaining confidentiality, discretion, and high professionalism.
• Detail-oriented with a focus on accuracy.
• Skilled at managing multiple priorities under pressure.
• Proactive, with sound judgment and problem-solving aptitude.
• Capable of working autonomously and collaboratively within teams.
• Knowledge of hotel operations, policies, and procedures is advantageous.