The Secretary role in Mecca, Saudi Arabia, is a vital position that supports the operational efficiency of an organization within the hospitality and tourism industry. This role involves managing administrative tasks, facilitating communication, and ensuring that the office runs smoothly in a fast-paced environment where customer satisfaction is paramount. The ideal candidate will have a strong background in administrative support, excellent organizational skills, and the ability to multitask effectively. As a Secretary, you will be the first point of contact for clients and visitors, making your role crucial in creating a positive impression of the company and enhancing the overall guest experience.

Responsibilities:

1. Manage and organize office operations and procedures to ensure efficiency in a hospitality setting.
2. Handle incoming calls, emails, and other communications professionally, often addressing guest inquiries.
3. Schedule appointments and maintain calendars for executives and team members within the tourism sector.
4. Prepare and edit correspondence, reports, and presentations related to hospitality services.
5. Assist in the preparation of meetings by organizing materials and taking minutes, focusing on service improvements.
6. Maintain filing systems and ensure documents are easily accessible for staff and management.
7. Coordinate travel arrangements and itineraries for staff and guests, ensuring a seamless experience.
8. Support the HR department with recruitment tasks and onboarding processes for hospitality personnel.
9. Monitor office supplies and place orders when necessary to maintain operational efficiency.
10. Provide general administrative support to various departments as required, contributing to a collaborative work environment.

Preferred Candidate:

1. Strong communication skills, both verbal and written, to interact with diverse clientele.
2. Proficient in Microsoft Office Suite and other office software relevant to the hospitality industry.
3. Ability to work independently and as part of a team in a dynamic environment.
4. Excellent time management and organizational skills to handle multiple tasks effectively.
5. Detail-oriented with a proactive approach to problem-solving in guest service scenarios.
6. Experience in handling confidential information with discretion, especially in guest relations.
7. Ability to adapt to a fast-paced work environment typical of the hospitality sector.
8. Fluency in Arabic and English is preferred to cater to a diverse clientele.
9. Strong interpersonal skills to interact with guests and staff from various backgrounds.
10. Prior experience in a similar role within the hospitality industry is highly desirable.

Skills

• Excellent verbal and written communication skills, essential for guest interactions.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) for administrative tasks.
• Strong organizational and multitasking abilities to manage various responsibilities.
• Familiarity with office management systems and procedures specific to hospitality.
• Ability to maintain confidentiality and handle sensitive guest information.
• Strong attention to detail and accuracy in documentation and reporting.
• Time management skills to prioritize tasks effectively in a busy environment.
• Basic knowledge of HR processes and recruitment within the hospitality sector.