Executive Secretary - Corporate Office
Job Description
As the Executive Secretary, you will provide comprehensive administrative and organizational support to the sales leaders at corporate office, ensuring seamless day-to-day operations. You will act as a trusted liaison between the leadership team and internal/external stakeholders, handling sensitive information with the utmost confidentiality. This role requires excellent communication skills, attention to detail, and the ability to prioritize tasks effectively to enable the executive team to focus on strategic initiatives
Comprehensive Administrative Support
Proactively manage the executive’s calendar, including scheduling and prioritizing meetings, appointments, and events to optimize productivity. Prepare detailed and accurate agendas, briefing notes, reports, and presentations tailored to the executive’s needs. Screen and prioritize incoming correspondence (emails, letters, and calls), ensuring urgent matters are addressed promptly and appropriately. Maintain and organize confidential files, records, and documents, ensuring easy access while safeguarding sensitive information.
Meeting and Event Coordination
Plan and coordinate meetings, both virtual and in-person, including booking venues, arranging catering, and preparing required materials. Oversee all technical and logistical arrangements for conferences and executive meetings, ensuring a seamless experience for attendees. Take accurate and detailed meeting minutes, distributing them to relevant stakeholders and following up on action items to ensure timely execution.
Stakeholder Engagement and Communication
Act as the primary point of contact between the executive and internal/external stakeholders, fostering professional and effective relationships. Respond to inquiries on behalf of the executive, ensuring clear and professional communication that aligns with the organization’s tone and values. Liaise with clients, board members, and other senior leaders to facilitate smooth collaboration and relationship management.
Project Support and Coordination
Assist in the planning, execution, and monitoring of special projects and initiatives led by the executive. Track project milestones and deliverables, providing regular updates to the executive to ensure alignment with organizational goals. Collaborate with cross-functional teams to streamline workflows and drive efficiency in administrative processes.
Office Operations Management
Oversee the management of office supplies, technology, and resources to maintain a professional and efficient workspace. Handle travel arrangements, including booking flights, accommodations, and transportation, while preparing detailed itineraries. Manage all corporate ticket bookings by obtaining quotes from agencies and preparing the necessary approval forms. Monitor and process expense reports, invoices, and reimbursements, ensuring compliance with financial policies and procedures.
Professional Representation and Confidentiality
Represent the executive office at internal and external functions, ensuring a polished and professional demeanor. Maintain strict confidentiality regarding sensitive business matters, employee information, and strategic initiatives. Uphold the organization’s mission, vision, and values in all interactions and communications.
Skills
Education, Qualifications & Experiences You should ideally have a college diploma in secretarial training and relevant previous experiences. You must also have fluency in both written and spoken English and the ability to take sufficient notes at a meeting to prepare record of events. Computer literate and sufficient typing skills to complete 60wpm accurately will be highly regarded.
Knowledge & Competencies
The ideal candidate will be courteous, able to work with minimal supervision, be discreet and capable of dealing with a high level of confidentiality. You are an extremely proactive and ‘switched on’ person with an outgoing, charismatic and approachable character. You will work well under pressure in a fast paced environment and be a great team player with a concern for quality, while possessing following additional competencies:
Understanding Hotel Operations
Adaptability
Customer Focus
Drive for Results
Effective Communication
Planning for Business
Supervising People
Supervising Operations
Teamwork
Understanding Differences
Job Location Abu Dhabi, UAE Rotana Hotel Management Corporation PJSC (Arabic: روتانا) is a hotel management company in the Middle East, Africa, and the Balkans. It has a portfolio of over 100 properties in 26 cities and operates five sub brands which include Rotana Hotels & Resorts, Centro Hotels by Rotana, Rayhaan Hotels & Resorts by Rotana, Arjaan Hotel Apartments by Rotana, and The Residences by Rotana.... Rotana was founded in 1992, by a partnership between two visionary thinkers, Nasser Al Nowais and Selim El Zyr. Operating as Rotana, it opened its first property, the Beach Rotana Abu Dhabi in 1993 and is today one of the leading hotel management companies within the Middle East, Africa, Eastern Europe and Turkey. Rotana combines a unique understanding of the culture and communities of the Middle East with the collective expertise of an executive team contributing to years of international experience in the service industry.
