Executive Secretary

JobsCloseBy Editorial Insights

Millennium Hotels and Resorts MEA is seeking a full‑time on site Executive Secretary in Dubai to provide confidential executive and admin support to the General Manager. You will manage meticulous typing and proofreading, prioritize incoming mail, prepare letters, and maintain an organized filing system while attending meetings, recording minutes, and distributing them with follow up on actions. You will screen calls and schedule appointments, coordinate with internal departments, manage Duty Manager Reports, and arrange travel, gifts, vouchers and requests as needed. To apply, tailor your resume to highlight calendar management, minute taking, liaison with stakeholders, travel coordination, and strict confidentiality; show experience with hotel operations, MS Office, databases, and a dedication to safety and sustainability.

As an Executive Secretary, you will play a pivotal role in delivering comprehensive executive secretarial and administrative support to the General Manager. Your responsibilities encompass a wide spectrum, including handling highly confidential and sensitive matters, contributing to the seamless functioning of the executive office.

Key Job Responsibilities:

• Execute meticulous typing, proofreading, and dispatching of all outgoing correspondence, ensuring the highest standard is maintained.

• Prioritize and review all incoming mail, forwarding it to the General Manager after careful consideration.

• Take proactive measures on routine standardized correspondence, promptly informing the General Manager of matters such as membership requests, accommodation inquiries, and brochure requests.

• Efficiently coordinate and follow up with internal departments on behalf of the General Manager to facilitate smooth operations.

• Prepare letters on behalf of the General Manager, ensuring clarity and professionalism in communication.

• Maintain an organized and systematic filing system for all correspondence.

• Attend meetings, record minutes accurately, and distribute them while following up on action items.

• Manage all telephone calls and appointments for the General Manager, employing effective screening and prioritization techniques.

• Manage the distribution, filing, and information flow of Duty Manager Reports, ensuring timely and accurate administration.

• Prepare complimentary, upgrade request forms, and gift vouchers as requested by various departments and business contacts, maintaining a high level of attention to detail and efficiency.

• Establish and update a comprehensive database of contacts as needed by the General Manager.

• Organize travel arrangements and coordinate external business trips on behalf of the General Manager.

• Operate in a safe and environmentally friendly manner to safeguard the health and safety of guests and colleagues, as well as contribute to environmental conservation.

• Adhere to the hotel's environmental, health, and safety policies and procedures.