Executive Assistant to the Executive VP & CEO
Shaza Hotels – Corporate Office,
Total years of experience :15 years, 11 Months
Provide administrative assistance to the EVP and CEO
Arrange meetings, conferences, special events, and luncheons
Maintain the EVP and CEO’s appointments schedule; travel arrangements; calendar
Develop and prepare agendas for various departmental meetings; coordinate and attend meetings as appropriate; prepare and distribute minutes of meetings
Arranging visas where necessary, and preparing itineraries
Assist in the scheduling and planning of the annual budget process; track financial reporting requirements and budget calendars
Maintain files, electronic distribution lists and internal database records
Prepare and submit expense claims
Screen calls and visitors to the office and respond to general inquiries
Handle self-assessments of all heads of departments and the administration of Corporate HR and employment applications coming through the Shaza Career website
Create and reviewing Arabic copy for brand and hotel collaterals, which includes advertising, social media and website content
Maintain hotel guest profiles (OCIS System) & conduct related training to the hotels
Assist in the creation of the policies and standards of the rooms department
Provide full support to the GM, ensure the smooth and effective management of the GM’s daily affairs
Report to the General Manager and leading a team of 17 employees
Extensive diary management using outlook
Act in the absence of senior management on all matters concerning the safety, security & well- being of hotel guests, patrons & employees
Train, supervise and evaluate the staff in the performance of their duties
Assist other departments as required
Handle guest problems & complaints, keeping Front Office Manager well-informed as to problems & action taken Review daily arrivals to ensure proper handling of V.I.P.'s & Return Guests, groups
Arranging visas where necessary, and preparing itineraries
Ensure that all cash and credit card transactions are reconciled with proper approvals & endorsements & review all paid outs, rebates, petty cash disbursements & direct billings
Control room rate availability on full- house nights
Regular room & hotel inspections and reporting any issues to the relevant departments
Monitoring and correcting various levels and standards of data entry into the Property Management System by different users in the hotel.
Working with Hotel Management to ensure that all departments follow the Four Seasons standards of Data Privacy.
Monitoring the process of exchanging guest data with other hotels following confidentiality statement and data privacy guidelines.
Working with Client Information Specialists at other hotels and in the corporate office to increase the accuracy of the knowledge about our guests and clients.
Working with corporate CIS in providing on going training for Reservations, Front Office, and other departments as needed.
Working with the Front Office staff to communicate the most detailed information about the arriving guests.
Contacting travel arrangers to clarify any discrepancies with guest preferences before guests’ arrival.
Consistently going through the local database to ensure its quality.
The ability to run and execute glitch reports and update guests profiles and glitch database according to data privacy standards.
The ability to perform other tasks or projects as assigned by hotel management and staff