Executive Office Assistant

About Four Seasons

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

An architectural icon in the heart of Saudi Arabia’s vibrant capital soaring over the city in the iconic Kingdom Tower, Four Seasons Hotel Riyadh is a buzzing hub at the forefront of style and sophistication. Redesigned interiors bring authentic Saudi heritage and craftsmanship to life, while our distinguished team provides a bespoke experience through thoughtful, personalized service and hospitality.

Main Duties/Description

Main Tasks and Responsibilities

• Perform administrative skills such as typing, filing, copying, faxing, opening and sorting mail, coordinating appointments for General Manager and answer telephones according to Four Seasons standards.
• Prepare written correspondence on behalf of General Manager and potential other Division Heads for approval.
• Compile monthly guest comment analysis and ensure proper distribution of results.
• Handle travel arrangements and reservations for managers and VIP guests.
• Comply with Four Seasons’ Category One and Category Two Work Rules and Standards of Conduct while maintaining the confidentiality of the Executive Office as set forth in EmPact.
• Maintain a clean, neat and organized work area and file storage system.
• Work harmoniously and professionally with co-workers and supervisors.
• Maintain master list of donations made to charities on behalf of the hotel.
• Complete all payroll records for proper signature.
• Handle complaints in the absence of the General Manager and inform as to action taken and follow up required.
• Maintain stationery supplies for Executive Office.
• Assist with Glitch follow up to guests on behalf of Executive Office.
• Maintain policy and procedure manuals; update and distribute as necessary.
• Complete accounting paperwork when handling invoices and coordinate correspondence with third parties on behalf of superiors. Assist with Annual Purchase Orders and other files requiring the General Manager’s approval and signature.
  
  

Standard Duties

• To provide a friendly and professional service that always exceeds guest’s expectation.
• To co-ordinate the recruitment, training, development and evaluation of employees and managers within the department.
• To implement action plans to correct problems identified in operations surveys such as LQA and Employee Engagement Surveys.
• Requires knowledge and the ability to operate computer equipment including word processing and spreadsheet software plus other systems (i.e. Opera, Windows, Bayan payroll and analysis reports etc).
• To accept responsibility for the health safety and welfare of all areas of the department, guests and employees and to respond properly in any hotel emergency situation.
• To safeguard guests and employees with knowledge and application of health and safety, accident prevention, fire drills and first aid.
• To attend and participate in all management meetings and events as directed by the General Manager and to attend functions either social or business to develop relationships with the community and support the sales process.
• To ensure you read the hotel's employee handbook and have an understanding of and adhere to he hotel's rules and regulations and in particular, the policies and procedures relating to Fire, Hygiene, Health and Safety.
• To undertake other duties and responsibilities which, while outside the normal routine, will be within the overall scope of the position.
• To report for duty punctually wearing the correct uniform/attire and name badge. To maintain a high standard of personal appearance and hygiene and adhere to the hotel and department personal appearance standards.
• To comply with local legislation as required.
• To maintain good working relationships with your colleagues and all other departments through working by The Golden Rule.
• To respond to any changes in the department as dictated by the needs of the industry, company or hotel.
• To be flexible and extend job duties to carry out any other reasonable duties and responsibilities within the job capability as assigned, including redeployment to alternative departments/areas if required, to meet business demands and guest service needs.
• To deliver the very best employee experience developing all of its elements: uncompromising quality, unstinting dedication, attention to details, personal attention, outstanding service, enduring culture, shared sprit and abiding ethic.
  
  

Roles And Responsibilities From OSHAD

• Follow appropriate standard operating procedures when performing work.
• Participate in the risk assessment activities, implement and communicate to employees under his/her supervision the result of the risk assessment process.
• Ensure that staff are wearing appropriate PPE when performing the work.
• Provide OSH information, training and supervision.
• Reporting of any OSH relevant hazards, near miss and incidents to the General Manager / Director of Security / OSH Management Representative.
• Conduct or participate in incident and outbreak investigation, follow up on remediation efforts to reduce hazards and risk if they are deemed necessary.
• Conduct daily workplace inspection to identify and correct any existing unsafe condition, co-ordinate the safety inspection activities and findings to Director of Security / OSH Management Representative.
  
  

Confidentiality

• Whist working for the Company there will be access to a wide variety of confidential information concerning the Company, guests and employees. It is vital that all such information remains confidential and must not be disclosed to anyone outside the Company, guests and employees, unless otherwise stated. Please refer to the Employee Handbook for full policy details