Executive Secretary

Company Description

Rixos Hotels, with 25 years of experience in the tourism sector, continues to grow worldwide as a Turkish brand with new investments, driven by a management model based on dynamic, flexible, and proactive strategies. Currently, we operate 43 different hotels, theme parks, and special projects across 3 continents and 8 countries.

In Turkey, we provide services to our guests in various concepts with a talented workforce of approximately 8,000 people in the Antalya, Muğla, and Istanbul regions.

We are seeking a valuable team member for the position of “Executive Secretary" to be considered at Rixos Tersane İstanbul.

Job Description

• Collaborate with relevant departments to obtain necessary documents, information, and tasks from staff or managers.
• Handle all correspondence and maintain effective communication under the supervision of the Managing Director.
• Carry out the written external communications of the hotel’s Managing Director.
• Carry out the telephone communications of the hotel’s Managing Director.
• Remind the Managing Director of VIP guests and, if necessary, ensure that they meet/communicate.
• File all documents and correspondences of the General Management office appropriately and ensure that the files are up-to-date.
• Protect the confidentiality of all correspondences issued or received by the Managing Director.
• Take note of and follow-up all appointments of the Managing Director.
• Ensure that the communication channels of the General Management office are working at all times and take the necessary measures in this regard.
• Receive hotel guests and other guests that wish to see the Managing Director in a proper manner.
• Ensure that the department managers or other employees that wish to see the Managing Director meet at the earliest convenience and arrange the meeting times.
• Prepare the meeting minutes appropriately for the Managing Director’s meetings that require such meeting minutes and distribute them to the concerned parties.
• Monitor and control the faxes sent on a daily basis.
• Keep track of the special days of hotel employees and other individuals deemed necessary by the Managing Director and make arrangements for celebrations.
• Ensure that the General Management office is always kept in a clean and orderly manner
• Possess full knowledge of the hotel’s policies and procedures, implement these policies and procedures and, when necessary, ensure coordination between other departments.
• Carry out all responsibilities related to the quality management systems implemented at the facilities.
• Carry out all other duties assigned by managers and hotel management not specified in the job description.
• To ensure you read the hotel’s Employee Handbook and have an understanding of and adhere to the hotel’s rules and regulations and in particular, the policies and procedures relating to Fire, Hygiene, Health and Safety.
• To respond to any changes in the department as dictated by the needs of the 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 attend training and meetings as and when required.
  
  

Qualifications

• Graduated from relevant departments of universities (Office Management, Business Administration, Secretarial Studies, Communication, etc.),
• Minimum 3 years of experience in a similar position (executive assistant, office manager, or senior secretary),
• Advanced proficiency in English (both written and spoken),
• Strong written and verbal communication skills with excellent representation and expression abilities,
• Professional diction and strong command of written language,
• Familiar with corporate work structure and confidentiality principles,
• Proficient in MS Office programs (Word, Excel, PowerPoint, Outlook),
• Experienced in meeting organization, travel arrangements, and calendar management,
• Strong skills in reporting, presentation preparation, and documentation,
• Highly discreet and reliable, with strong attention to confidentiality,
• Excellent time management and prioritization skills,
• Detail-oriented, organized, and results-driven.