December 12, 2023

Job Description

The Executive Assistant is appointed to provide full support to the Managing Director and Executive Office to ensure effective and efficient co-ordination of all matters falling within the MD’s area of responsibilities to maximise the available working hours whilst meeting the needs of all stakeholders. This role primarily works Monday to Friday during office hours based onsite.
The main tasks will be:
– Manage the diary and appointments of the Managing Director.
– Draft emails and memorandums on behalf of the Managing Director.
– Accurately track the expenses of the Managing Director and collate in a monthly report according to company policy.
– Run errands on behalf of the Managing Director, and ensure the Executive Office is well stocked with stationary and all other necessary supplies.
– Proof reading and preparing documents on behalf of the Managing Director.
– Regularly checking and updating the key contacts for the Managing Director.
– Book and coordinate the travel of the Managing Director.
– Book and coordinate the travel of other associates on business.
– Book and coordinate any corporate visit to the hotel.
– Manage the Executive Office reservation channel ensuring that all guests are correctly booked in, preferences are highlighted to the relevant departments and that any pre-arrival correspondence is handled professionally and with flair.
– Reviewing and following up initially with any guest complaints made to the Managing Director or Hotel Manager, drafting correspondence when required.
– Collaborate with the Reservation and Guest Relations team on bookings for Rosewood Senior Management, Rosewood Ownership and the Rosewood Reserve program.
– Collaborate with the Executive Offices and Corporate Offices globally on any matters requiring attention.
– Have an awareness of arriving and departing VIP and SAG guests and subsequently inform the Managing Director. Ensure that the Managing Director always meets the guest highlighted.
– Support the Executive Committee by booking meeting rooms, taking minutes when required and attending the Associate Loop Meeting.
– Oversee the issuing of gift certificates on behalf of the Executive Office.
– Oversee and respond to all guest feedback in the name of the MD via the different Channels and prepare an overview for MD on the status, follow up and actions.
– Having an understanding of daily hotel operations to brief the Managing Director when required.