Administrative Assistant to Area Managing Director Luxury

The Administrative Assistant will report to the Area Managing Director Luxury – Türkiye, Gulf, Levant & Bahrain and dotted line to MVP Premium and Select for Turkiye, Jordan and Kuwait.

The Admin Assistant should exercise a high degree of business acumen in making professional judgments and maintaining confidentiality. The Executive Assistant will provide proficient clerical and administrative support to the Area Managing Director working with limited supervision and minimal direction, as well as being an active team player and occasionally supporting the wider leadership team, as necessary. This role will also take the lead on a number of strategic projects, as defined by the Area Managing Director. The Administrative Assistant will have prior experience of working in a high-pressured environment and be able to demonstrate strong administrative and organizational skills with particular attention to detail. The Administrative Assistant must have the ability to prioritize tasks efficiently and in an accurate and timely manner, often under demanding timescales and at short notice.

 

SCOPE

 

Location requirements: The Administrative Assistant is to be located at the Qatar office.

• Language Requirements: High proficiency (speaking, reading and writing) in English is required. Additional skills in another language is a plus.
• Travel Requirements: There is minimum business travel required.

 

CANDIDATE PROFILE

 

REQUIRED:

 

Minimum of 5 years’ experience in a similar position at Administrative Assistant level.

Demonstrated experience in working in a fast-paced, multi-task environment, providing administrative support to Senior Executives.

 

PREFERRED SKILLS AND KNOWLEDGE:

• Excellent organizational, interpersonal and communications skills
• Sensitive to the dynamics of the regional cultures and experienced in dealing with internal and external contacts at all levels
• Ability to maintain and treat highly confidential information with absolute discretion, including personal information of Area Vice President.
• Very presentable with an approachable yet confident personality; demonstrates flexibility and has a positive can-do attitude.
• Highly adaptable, resilient and able to work under pressure and to tight deadlines with limited supervision and minimal direction
• Maintains high performance standards: ensuring that all work is effectively complete, monitors the progress of work against schedules and departmental requirements, works effectively by using a highly collaborative style
• Creates an atmosphere in which timely information flows smoothly both upward and downward through the department; possesses exceptional communications skills
• Actively pursues learning and self-development to enhance personal, professional and business growth

 

Education and Professional Certification:

• Must be fluent in English – both written and verbal – and experienced at communicating at all levels
• Excellent working knowledge of MS Office Word, Excel, Outlook, Teams and PowerPoint

 

KEY RESPONSIBILITIES

 

The following are specific responsibilities and contributions critical to the successful performance of the position:

 

Administration:

• Needs to be extremely efficient and professionally skilled in:
  • Preparing documents using Word, Excel and PowerPoint applications.
  • Should have a high and accurate dictation and typing speed.
  • Files and forward traces a variety of documents, appointments etc.
  • Prepares power point presentations for meetings.
  • Processes incoming mail.
  • Screens telephone calls and visitors without appearing to block their open door policy approach.
  • Maintains office supplies for stakeholders.
  • Takes meeting minutes as requested.
  • Budget control: create purchase orders, log budget transactions, process department invoices, and reports monthly.
  • Maintains email distribution lists as appropriate.

 

Co-ordination

• Maintains, collates and distributes all relevant activity reports.
• Coordinates venue, agendas, and minutes for various meetings.
• Coordinates travel and hotel accommodation arrangements as requested.
• Sets up conference calls.
• Maintains diaries and schedules appointments and meetings.
• Responds to various requests for help and information.
• Communicates with property associates to provide information and resolve challenges on behalf of those she/he reports to.
• Coordinates and handles all related memberships and ensures they are current and traces renewals for re-evaluation.

 

Other

• Performs other related tasks as assigned by management.
• Complies with Marriott International Hotels Limited Regional Office policies and procedures.
• Strong communication skills.
• Highly motivated and willing to work in a fast-paced environment.
• Ability to coordinate varying needs and prioritize to ensure best business results.