Summary
Raffles Dubai is hiring an Executive Assistant to support the General Manager and manage administration for the Executive Office in Dubai. Responsibilities include managing the GM’s diary and travel, preparing reports and meeting materials, handling correspondence, and coordinating information with hotel, owner and corporate offices. The role also manages guest feedback and complaints through TrustYou and supports VIP guest arrangements. Applicants should have at least 5 years of experience in a similar role at a luxury five-star hotel, strong written English, and a high level of discretion; Arabic is beneficial.
The posting
As published on accor.com. Pulled from the employer's site and shown as they wrote it.
Company Description
Raffles Hotels & Resorts
The Birthplace of stories and legends since 1887, Raffles is a legendary brand, steeped in history and loved by generations past, present and future. Raffles, at distinguished landmark addresses around the world, is the vibrant heart of its destination, curating experiences that are culturally enriching, intellectually stimulating and always respectful of local communities, heritage and the environment.
Raffles Dubai
An architectural surprise inspired by an Egyptian aesthetic, 5-star Raffles Dubai offers the luxury of city-centre space, impeccable service and sophisticated Asian style. A 15-minute drive from Dubai International Airport, it is ideally located in the business and shopping district, adjacent to Wafi Mall and close to the magnificent Khan Murjan souk and the convention centres.
About the Application Process:
At Raffles, we want to bring out your highest potential. Shortly after applying, you will receive an email from our partner AssessFirst prompting you to create a profile and complete a questionnaire. This is a mandatory step for your candidacy to be considered as it enables us to explore your compatibility with this role and our culture of luxury excellence.
Job Description
We invite you to join the world of luxury hospitality at Raffles Dubai as our new Executive Assistant. Reporting to the General Manager, the Executive Assistant is responsible for all administration of the Executive Office. This includes, but is not limited to, taking care of the General Manager’s diary, all travel requirements, ensuring a timely turnaround of items requiring signature, preparing reports – monthly and weekly, ensuring deadlines are met, ensuring items are traced and a timely follow up actioned.
In addition, the EA is in charge of the general manager’s generic email address. All guest Trust You feedback is responded to by the EA, all guest complaints are handled by the EA and some form of response / acknowledgement should be sent out within 24 hours. The EA should build solid relationships with her peers in the owner’s office, corporate office, the hotel and within any affiliated hotels to ensure a smooth transition of information and a speedy response to enquiries.
The Executive Assistant must be discreet, exceptionally trustworthy and be able to keep a high level of confidentiality at all times.
KEY ROLES & RESPONSIBILITIES
- Prepare for department heads Morning Meeting, and flag any VIPs or Owner Bookings due to arrive.
- Liaise with owner’s office, corporate office and the Executives within the hotel, ensuring clear communication between all.
- Ensure clear communication by the GM with all his direct reports, subordinates, owners office and corporate office.
- Full management of the GM’s diary and agenda.
- International travel itineraries –personal and business.
- Accurate minute taking and various communications using a variety of mediums both internal & external.
- File management & administration support to the General Manager.
- Take on ad hoc projects if and when necessary.
- In charge of responding to all Trust You feedback, updating the Trust You website and liaising with all departments of the hotel to gather back up and detailed information to ensure a clear response to all guest complaints.
- Ensure that monthly Trust You reports are distributed to all involved in preparation for Guest Experience Meeting, and that follow ups happen where necessary.
- Check daily the general manager’s generic email address – ensure a timely response to all guest queries that are sent via this portal.
- Maintain a full list of GM’s business and personal contacts.
- Be the contact person for VIP guests / returning guests in terms of reservations, rates and confirmations.
- Able to adapt communication style with particularly difficult or VIP, corporate guests etc
- Ensure GM’s e-mails are responded to in a timely manner. Ensure any mails with deadlines or action points are handled or forwarded on to the appropriate department head.
- In charge of issuing all complimentary vouchers requested by various departments within the hotel. Full records and back ups to be kept for audit purposes.
- Ensure that the GM is made aware of any service or operational lapses.
- Ensure all private communication and personal / official documents are kept discreet and confidential.
- Maintain a timely turnaround of all documents requiring the GM’s signature.
Qualifications
What will you bring to this role?
PERSONAL ATTRIBUTES
- Able to work in a high-pressure environment with constantly changing goals; both within a team of passionate professionals and autonomously at times.
- Flexible with working hours, some weekend and evening work may be required.
- Immaculate and professional image
- Strong sense of service excellence and attention to detail.
- Able to cope with a variety of tasks and ad hoc duties as and when they arise.
- Faultless communication skills in English, other languages are beneficial, especially Arabic.
- Discreet and able to maintain a high level of confidentiality.
- Must have a strong capability of writing - command of the written word is essential.
- Embrace the Raffles brand promise and luxury in your role and in all your interactions.
- Foster an inclusive environment where every individual feels valued and respected
- Create an environment where colleagues are empowered, supported and recognized
EXPERIENCE
- Have at least 5 years experience in a similar position in luxury 5* hotels with a luxury hotel background before that.
Additional Information
Employee Benefits:
Join our team and enjoy a range of exclusive colleague perks, including complimentary upgrades, extended stays, discounted stays across Fairmont & Raffles properties, special dining and wellness discounts, and added luxuries to enhance your experience. We believe in taking care of our team, ensuring that your hard work is rewarded with exceptional benefits.
Our Values
Respect:
We value the needs, ideas and individuality of others. We treat everyone with fairness and dignity.
Excellence:
We make genuine connections, and we cherish every opportunity to make the people around us feel special.
Belonging:
We celebrate our differences. We support each other and we always stand together.
Empowerment:
We have authority to take initiative and anticipate moments that create unforgettable experiences.
Integrity:
We build trust through mutual respect and being authentic.
Diversity & Inclusion
Raffles is committed to creating an inclusive environment where diverse talent thrives. We welcome candidates from all backgrounds to join our team.