Executive Secretary

About Rixos Hotels

Rixos Hotels is a global hospitality leader, committed to supporting employee growth and learning. The company offers opportunities for individuals to find roles that align with their personality and aspirations, fostering purpose and fulfillment in their work. Rixos Murjana, located in Makkah, Saudi Arabia, is a new property spanning 275,000 square meters, designed to offer an all-inclusive experience focused on indulgence, relaxation, and adventure.

Role Summary

The Executive Secretary / Personal Assistant provides comprehensive administrative and secretarial support to the Regional General Manager. This full-time position, based in Makkah (including King Abdullah Economic City), involves handling confidential and sensitive information, requiring a high level of discretion, professionalism, organization, and integrity. The role ensures the smooth day-to-day administration of the Executive Office and may offer administrative support to other key Department Heads as needed.

Key Responsibilities

• Provide comprehensive secretarial and administrative support to the Regional General Manager.
• Manage calendars, appointments, meetings, correspondence, and daily office activities.
• Prepare business correspondence, memoranda, reports, forms, and confidential documents.
• Maintain an organized filing and document management system.
• Answer and channel telephone calls; receive and screen visitors and office callers.
• Receive, sort, distribute, and dispatch incoming and outgoing correspondence.
• Ensure proper handling and maintenance of office equipment and supplies, and maintain the cleanliness and organization of the Executive Office.
• Attend meetings and prepare accurate minutes and meeting notes.
• Maintain records of daily briefings, follow-ups, and important information for the Regional General Manager.
• Ensure effective information flow between the Executive Office and relevant hotel departments, and proper distribution of internal memos and communications.
• Prepare daily updates on major hotel activities for the Regional General Manager during their absence.
• Coordinate the distribution, filing, and information flow of Duty Manager reports.
• Assist in preparing monthly duty planning for Department Heads in coordination with the Hotel/General Manager.
• Gather and consolidate attendance information for Department Heads, including working days and days off, and provide relevant overviews to the Regional General Manager.
• Prepare and format internal and guest-facing materials, ensuring professional presentation and compliance with company Corporate Design requirements.
• Maintain a thorough understanding of hotel policies, procedures, operational standards, and relevant company documentation.
• Ensure compliance with applicable hotel policies, procedures, and legal requirements.
• Support emergency preparedness and maintain familiarity with the hotel's emergency procedures.
• Maintain relevant vacation and public holiday records and provide consolidated information to the Director of HR when required.
• Support Task Force teams and new hotel openings when required, and perform any other reasonable duties as assigned.

Integrated Management System Compliance

All employees are responsible for complying with the established ISO Integrated Management System, which includes Quality, LQA, Environment, Health, Safety & Risk Management, Food Safety Management, and Customer Complaint Handling Management Systems. This also extends to applicable policies, procedures, manuals, SOPs, and legal requirements. The role contributes to risk management, environmental impact assessment, pollution prevention, energy and water conservation, quality improvement, guest satisfaction, and continual improvement initiatives.