Executive secretary

Role Overview

Executive Secretary at Anantara Downtown Dubai. Anantara Hotels & Resorts is a global luxury hotel and resort brand rooted in Thai culture, headquartered in Thailand since 2001, with locations across pristine beaches, private islands, ancient sites, and vibrant metropolises worldwide.

Company Overview

Anantara Hotels & Resorts is a global luxury hotel and resort brand inspired by the Sanskrit word meaning "without end," embodying freedom, movement, and harmony. The brand is rooted in authentic Thai hospitality and operates across some of the world's most captivating locales.

Role Purpose

Provide executive-level administrative support to senior leadership, managing calendars, correspondence, meetings, and sensitive matters with discretion and professionalism. Anticipate executive needs, coordinate stakeholder relationships, and ensure smooth operations of the Executive Office.

Key Responsibilities

Calendar & Meeting Management

• Manage and prioritise the Executive's calendar, appointments, meetings, and commitments effectively.
• Coordinate meetings and follow up on agreed actions and deadlines.
• Strong follow-up skills to ensure actions are completed within agreed timelines.

Executive Support & Administration

• Prepare professional reports, presentations, minutes, agendas, letters, and other executive documents.
• Handle confidential correspondence, documents, and executive information with complete discretion.
• Manage document filing systems, record keeping, and business correspondence.
• Manage travel arrangements and logistics for the Executive.

Stakeholder Management

• Represent the Executive Office professionally and maintain effective relationships with internal and external stakeholders.
• Deal professionally with senior executives, colleagues, guests, and external stakeholders.

General Administration

• Demonstrate strong organisational skills with the ability to manage multiple priorities, deadlines, and changing requirements.
• Maintain office administration systems and procedures.

Qualifications & Experience

• Bachelor's degree or equivalent qualification in Business Administration, Hospitality Management, Office Administration, or a related field.
• Minimum 3 years of experience as an Executive Secretary, Personal Assistant, Executive Assistant, or in a similar administrative role.
• Previous experience supporting a General Manager, Executive Committee, or Senior Leadership Team is preferred.
• Proven experience in managing confidential information and sensitive executive matters.
• Experience within a luxury hotel or hospitality environment is an advantage.
• Previous experience in a five-star/luxury hospitality environment would be highly desirable.
• Additional certification in Secretarial Studies, Executive Administration, or Office Management is an advantage.

Skills & Competencies

• Excellent proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal English communication skills.
• Additional languages are an advantage.
• Strong interpersonal skills and the ability to work effectively with people from different cultures and backgrounds.
• Highly organised, structured, and detail-oriented.
• Professional, polished, and confident demeanor.
• Demonstrates discretion, confidentiality, integrity, and sound judgement.
• Proactive and able to anticipate the needs of the Executive Office rather than waiting for instructions.
• Calm and composed when handling multiple priorities and time-sensitive requests.
• Flexible and willing to support business requirements outside normal working hours when required.
• Demonstrates a positive, service-oriented attitude and consistently maintains professional standards.