Executive Personal Assistant – The Ritz-Carlton – Dubai

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Job Number 19000CEO
Job Category Administrative
Location The Ritz-Carlton| Dubai| Dubai| United Arab Emirates
Brand The Ritz-Carlton
Schedule Full-time
Position Type Non-Management/Hourly

Start Your Journey With Us
At more than 95 award-winning properties worldwide| The Ritz-Carlton Ladies
and Gentlemen create experiences so exceptional that long after a guest stays
with us| the experience stays with them. As the premier worldwide provider of
luxury experiences| we set the standard for rare and special luxury service
the world over. We invite you to explore The Ritz-Carlton.
Job Summary

Greet persons entering the office| determine nature and purpose of visit| and
direct/escort to destination. Open| read| and prepare answers to routine
letters. Locate and attach appropriate files to incoming correspondence
requiring replies. Take and distribute meeting minutes to appropriate
individuals. Handle and distribute incoming and outgoing mail. Create and
maintain computer- and paper-based filing and organization systems for
records| reports| documents| etc. Transmit information or documents using a
computer| mail| or facsimile machine. Prepare letters| memos| and other
documents using word processing| spreadsheet| database| or presentation
software. Enter and retrieve information contained in computer databases using
a keyboard| mouse| or trackball to update records| files| reservations| and
answer inquiries from guests. Operate standard office equipment other than
computers such as telephone| typewriter| fax| photocopier| calculator| and
electronic peripherals. Document and communicate all guest requests/complaints
to appropriate personnel.

Follow all company policies and procedures| ensure uniform and personal
appearance are clean and professional| maintain confidentiality of proprietary
information| and protect company assets. Develop and maintain positive working
relationships with others| support team to reach common goals| and listen and
respond appropriately to the concerns of other employees. Speak with others
using clear and professional language| and answer telephones using appropriate
etiquette. Welcome and acknowledge all guests according to company standards|
anticipate and address guests| service needs| assist individuals with
disabilities| and thank guests with genuine appreciation. Move| lift| carry|
push| pull| and place objects weighing less than or equal to 10 pounds without
assistance. Perform other reasonable job duties as requested by Supervisors.

_The Ritz-Carlton is an equal opportunity employer committed to hiring a
diverse workforce and sustaining an inclusive culture. The Ritz-Carlton does
not discriminate on the basis of disability| veteran status or any other basis
protected under federal| state or local laws._

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Executive Office Secretary – Renaissance Downtown Hotel – Dubai

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Job Number 19000CE0
Job Category Administrative
Location Renaissance Downtown Hotel| Dubai| Dubai| United Arab Emirates

Brand Renaissance Hotels
Schedule Full-time
Position Type Non-Management/Hourly
Start Your Journey With Us
You were always one of those curious kids who opened every cabinet| peeked
behind every door| and never ceased to ask |why| when given an explanation.
Today| you bring your personal style to every experience. You live life to
discover. You are passionate about your neighborhood| always looking to
explore the places one wouldn’t find in a travel guide. If this sounds like
you| you’re in the right place. You’ve got authentic style| natural curiosity
and a warm way with people. Renaissance is not just a place to spend the
night| it|s a place to discover| a place in the world with style like yours.
That’s why we’re not just looking for anyone. We’re looking for someone like
you.

Enter and retrieve information contained in computer databases using a
keyboard| mouse| or trackball to update records| files| reservations| and
answer inquiries from guests. Transmit information or documents using a
computer| mail| or facsimile machine. Operate standard office equipment other
than computers. Prepare letters| memos| and other documents using word
processing| spreadsheet| database| or presentation software. Handle incoming
and outgoing mail| including date stamping and distributing incoming mail.
Create and maintain computer- and paper-based filing and organization systems
for records| reports| documents| etc. Compile| copy| sort| and file records of
office activities| business transactions| and other activities. Enter and
locate work-related information using computers and/or point of sale systems.

Follow all company policies and procedures| ensure uniform and personal
appearance are clean and professional| maintain confidentiality of proprietary
information| and protect company assets. Welcome and acknowledge all guests
according to company standards| anticipate and address guests| service needs|
assist individuals with disabilities| and thank guests with genuine
appreciation. Speak with others using clear and professional language| prepare
and review written documents accurately and completely| and answer telephones
using appropriate etiquette. Develop and maintain positive working
relationships with others| support team to reach common goals| and listen and
respond appropriately to the concerns of other employees. Move| lift| carry|
push| pull| and place objects weighing less than or equal to 10 pounds without
assistance. Perform other reasonable job duties as requested by Supervisors.

_

Executive Assistant to the Chief Development Office – Middle East & Africa – Dubai Development – Dubai

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Job Number 19000ACS
Job Category Administrative
Location Dubai Development| Dubai| United Arab Emirates
Brand Corporate
Schedule Full-time
Relocation? No
Position Type Management

Start Your Journey With Us
Marriott International is the world’s largest hotel company| with more brands|
more hotels and more opportunities for associates to grow and succeed. We
believe a great career is a journey of discovery and exploration. So| we ask|
where will your journey take you?
JOB SUMMARY

The Executive Assistant| Lodging Development Middle East & Africa directly
supports and provides assistance to the Chief Development Officer| Lodging
Development Middle East & Africa (“CDO”). The Executive 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 working with limited supervision and
minimal direction| as well as being an active team player and occasionally
supporting the wider team| as necessary. The Executive Assistant will have
prior experience of working in a high pressured environment and be able to
demonstrate strong administrative and organisational skills with particular
attention to detail. The Executive Assistant must have the ability to
prioritise tasks efficiently and in an accurate and timely manner| often under
demanding timescales and at short notice. The Executive Assistant is required
to manage the workload and provide guidance whilst delegating work
effectively. The Executive Assistant reports to the CDO.

The Executive Assistant will also manage and supervise an Administrative
Assistant for the Lodging Development department. The Administrative Assistant
will report to the Executive Assistant.

CANDIDATE PROFILE

Education and Experience
Desired Experience:
• Minimum of 4 years’ experience in a similar position.
• Demonstrated experience in working in a fast-paced| multi-task environment|
providing administrative support to Senior Executives.
• Experience working with Lodging Development OASIS project tracking system| a
plus.

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
• 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 or 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 and PowerPoint

CORE WORK ACTIVITIES

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

• Acts as a “gate-keeper” for the CDO by managing calendar. This involves
using discretion in identifying critical items| setting up meetings or
conference calls and making changes with minimal involvement.
• Composes all types of correspondence| documents| letters or presentations on
behalf of the CDO to be shared and used by the department or senior level
executives of the company; including the MEA President. Correspondence may
also be directed toward hotel owners or outside organisations.
• Overseeing and managing the travel arrangements and travel itineraries for
the CDO. The travel may involve multiple stops| extended trips and
frequent/unanticipated changes.
• Proactively maintain files and department common files and maintain
department trace system (staff review dates| department conference calls| team
meetings| etc.).
• Arranges or performs administrative functions for small to large-scale
meetings or conferences on behalf of operations team.
• Managing the department’s project tracking database OASIS and ensuring it is
up to date| following up with the department’s developers| and producing
quarterly OASIS reports for the CDO.
• Responsible for evaluating alternatives and making decisions regarding
logistics and pricing for the room and audio-visual set-up| catering| meeting
agenda and materials| and possibly travel arrangements for the participants.
Incumbent will be responsible for managing all administrative aspects for
meetings and conferences.
• Handles special reporting projects and requests| which could include
presentations| monthly reports| budget schedules| accumulating data /
information from team/department| when needed. This work may include data
entry and/or basic analysis and developing databases or spreadsheets.
• Basic administrative functions such as processing expenses| copying| filing|
distribution of materials and any other duties as assigned.
• Support for other special projects as assigned (i.e. ordering department
gifts| organizing department functions| relocating department| assisting with
new hires and transfers| etc.).
• Answers departmental telephone line(s); provides callers with responses to
all types of requests| both routine and those requiring research and follow
up; directs calls to the appropriate person or takes messages. Develops
alternatives to handle requests when many times the problems are not clearly
identified or involve sensitive issues. Routinely responds back directly to
the caller after performing research or follow up.
• Identify areas where new administrative policies and procedures may be
necessary within the department. The incumbent will initiate the project to
develop the new policy or procedure.
• Provides cover to other administrative roles within the department during
annual/sick leave.
• Managing and supervising the Administrative Assistant for the Lodging
Development department and overseeing the overall performance of the
Administrative Assistant.

Additional Responsibilities
• Informs| updates| and provides information to supervisors| co-workers| and
subordinates by telephone| in written form| e-mail| or in person in a timely
manner.
• Attends and participates in all relevant meetings.
• Presents ideas| expectations and information in a concise| organized manner.
• Uses problem solving methodology for decision making and follow up.
• Maintains positive working relations with internal customers and department
managers.
• Manages time effectively and conducts activities in an organized manner.
• Performs other reasonable duties as assigned by manager.
• Performs other related tasks as assigned by management.
• Complies with Marriott International Hotels Limited Continent Office
policies and procedures.
• Working hours as required to do your job but normally not less than 48 hours
per week.
• Executive Assistant will be expected to respond to urgent requests from the
COO after hours or at weekends.

_

Document Controller wanted – AECOM – Dubai

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Job Summary
 
We are seeking for a document Controller who will provide efficient support to the project including but not limited to typing and drafting (correspondences, transmittals etc). Assist the project management team in all administrative and document controlling related support.
 
Job Duties:
 
Liaise effectively with the Project Manager, Engineers, Site Staffs, and external contacts on behalf of the project office.

Coordinate and organize meetings/seminars within the project office, and with external clients, and assist with the preparation of presentations, agendas and minutes.
 
Provide efficient word processing, clerical, photocopying, filing and minute taking duties in respect of the Project.
 
Screen incoming mails and telephone calls, action responses & redirect correspondence where necessary.
 
Organize and coordinate travel requests for the Project Manager and other Engineers, relating to the project where and when required.
 
Maintains confidential records and filing of reports, correspondence and related material for ease of retrieval.
 
Performing secretarial, administrative, organizing and research tasks requiring a sound understanding of organization policy and structure.

Coordinating and ordering of stationary and office supplies.

Propose improvements to internal processes and procedures for the efficient and effective administration of all office procedures within the project office.

Keep computerized records of all Service Users who are referred to the project.

Other duties as assigned by the Project Manager.

Specific Skills Required:

Strong Sound knowledge of Microsoft Outlook, Word and Excel, PowerPoint and Access.

Excellent people skills

Working knowledge of e-mail and Internet

Experience in Database Management.

Accurate word processing skills

Ability to collate information accurately

Able to work alone and as part of a team

Understanding and practical application of confidentiality

Able to prioritize work

Person Specification:

Confident, with the ability to work either independently or as part of a team

Should be able to work well with other people and to communicate clearly.

Accuracy & precision of work

Good problem solving skills

Ability to work to deadlines and under pressure

Accountability for assigned work

The ability to communicate at all levels in English.

Efficient and punctual.

Positive, enthusiastic, customer service attitude

Strong verbal and written communication skills

Minimum Requirements

Minimum 8 years of experience within similar projects, with minimum 3 years in UAE.

Middle East experience preferred

Secretary / Document Controller wanted at AECOM – Dubai

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Job Summary
AECOM is currently seeking to hire Secretary/Document Controller to be based at Dubai.The role will be to provide efficient administrative support to the Project including typing, telephone and reception duties to facilitate effective communication and the efficient running of the Project.

Job Duties:
Liaise effectively with the Project Manager, Engineers, Site Staffs, and external contacts on behalf of the project office.
 
Coordinate and organize meetings/seminars within the project office, and with external clients, and assist with the preparation of presentations, agendas and minutes.

Provide efficient word processing, clerical, photocopying, filing and minute taking duties in respect of the Project.

Screen incoming mails and telephone calls, action responses & redirect correspondence where necessary.

Organize and coordinate travel requests for the Project Manager and other Engineers, relating to the project where and when required.

Maintains confidential records and filing of reports, correspondence and related material for ease of retrieval.

Performing secretarial, administrative, organizing and research tasks requiring a sound understanding of organization policy and structure.

Coordinating and ordering of stationary and office supplies.

Propose improvements to internal processes and procedures for the efficient and effective administration of all office procedures within the project office.

Keep computerized records of all Service Users who are referred to the project.

Other duties as assigned by the Project Manager.

Specific Skills Required:

Strong Sound knowledge of Microsoft Outlook, Word and Excel, PowerPoint and Access.

Excellent people skills

Working knowledge of e-mail and Internet

Experience in Database Management.

Accurate word processing skills

Ability to collate information accurately

Able to work alone and as part of a team

Understanding and practical application of confidentiality

Able to prioritize work

Person Specification (Behavioural Attributes):

Confident, with the ability to work either independently or as part of a team

Should be able to work well with other people and to communicate clearly.

Accuracy & precision of work

Good problem solving skills

Ability to work to deadlines and under pressure

Accountability for assigned work

The ability to communicate at all levels in English.

Efficient and punctual.

Positive, enthusiastic, customer service attitude

Strong verbal and written communication skills

Minimum Requirements

Minimum 3 years of experience within similar projects, with minimum 3 years in UAE.

Middle East experience preferred.

Preferred Qualifications

Bachelors Degree or Diploma or equivalent to completion of the twelfth grade. Along with typing speed of 45 words per minute.

Bilingual Administrator wanted at AECOM – Dubai

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Job Summary
AECOM are currently seeking a Bilingual Administrator (Temporary – 6 months contract) to be based on one of our projects in Dubai.
 
We envisage in all aspects of administration works, but particularly in preparing a reports in both English and Arabic language, taking minutes of meetings, preparing letters and any other documents, supporting in preparing presentations in graphical foramts.

AECOM’s core services in this field include:
Job Duties:
 
Preparing minutes of meetings
 
Drafting letters, reports, any other documents in both English/Arabic language.

Preparing presentations in both Arabic/English

Attending meetings with client

Specific Skills Required :

Arabic as Native language

Fluent in English

Good working knowledge in Microsoft office i.e. word/excel/power point

Good knowledge of graphical software for presentations

Good knowledge of engineering projects

UAE Driving license is an advance

Hard working

Minimum Requirements

A minimum of 4-6 years of experience in the field of administration.
Preferred Qualifications

Bachelor degree in related fields from an accredited college or university.
What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It’s a place where you can apply your skills to some of the world’s most challenging, interesting, and meaningful projects worldwide. It’s a place that values the diversity of our areas of practice and our people. It’s what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

Job Category Administrative Support / Secretarial

Business Line Support/Cross Services

Business Group Design and Consulting Services Group (DCS)

Country United Arab Emirates

Position Status Temporary

Requisition/Vacancy No. 195388BR