Kempinski Hotel Muscat Sultanate of Oman

Muscat, Oman

Executive Assistant Manager

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Executive Assistant Manager (arabic speaker)

The executive assistant provides functional assistance and direction to all operational departments and interacts with Hotel members and individuals outside the Hotel including, but not limited to suppliers, government officials, competitors and other members of the local community. Coordinates functions and activities with the department heads as appropriate.

Kempinski Hotel Muscat

Key Responsibilities:

The job of the Executive Assistant Manager is executed satisfactorily when:

Planning and Organizing – To plan all operational procedures, to plan and organize all recruitment; grow revenue of the Rooms Department, F&B Department and Recreation Department and to improve service and quality.

  • To coordinate with the heads of Rooms, Recreation, F&B departments to ensure adequate coordination and operations implementation.

  • Implement departmental strategies and action plans in accordance with the Hotel’s strategic and sales plan.

  • To plan the yearly revenue target.

  • To plan and get the desired cost price for products sold by the Hotel.

  • To plan on upgrading the standards within the Hotel.

  • To liaise with the sales & marketing manager to set the strategy for the Rooms, F&B, Recreation departments.

  • To organize and conduct interviews in absence of the GM.

  • To project business opportunities in order to increase revenue.

  • To plan, develop and implement formal training plans for personnel.

  • To participate in preparation of the Hotel strategic plan, marketing plan and goals program.

  • To regularly update the General Manager on all operations achievements and key issues.

Communication – Ensure all staff is aware of the goals and objectives of the Recreation, Rooms, F&B Departments and to achieve and maintain good relationship amongst the Hotel personnel.

  • To operate an efficient and accurate administration process in order to meet statutory, legal and internal requirements

  • To conduct weekly briefings to improve all aspects of the Hotel.

  • To attend all other meetings as required by the administration team.

  • To ensure and maintain good relations with members.

Budgeting & Costing – To ensure that adequate funds are available for smooth operations and also to ensure adequate amount of resources

  • To delegate and control the departmental expense budget throughout the year.

  • Control Payroll and Business Expenses of the Rooms, Recreation, F&B Departments.

  • To prepare and derive the required operational cost for the Rooms, Recreation, F&B Departments for the year.

  • To oversee budget preparation for the year.

  • To ensure the preparation of management team duties and routes.

  • To implement methods to control wastage and over production.

  • To select suppliers with the most competent prices.

  • To ensure that the payroll doesn’t not exceed the budget.

  • To set the profit margin targets and achieve them.

  • To analyze potential costs.

  • To consider aspects of re-investment.

  • To co-ordinate and manage pricing strategies.

  • To analyze the market needs and trends.

  • To contribute to Sales improvement.

  • To ensure improvement in productivity across the Hotel.

Personnel & Development – Ensure all requirements of staff are met & updated     

  • To liaise with the General Manager & Human Resources Director in matters relating to recruitment and disciplinary procedure.

  • To select the right candidates from the market, by processing job applications.

  • To ensure employee grievances, disciplinary procedure are monitored.

  • To ensure that regular On Job Training are conducted within each department.

  • To actively participate in the quality circle within the Hotel.

General:

  • To carry out the duty managers shift in order to meet management requirements.

  • Manage the functioning of all employees, facilities, sales and costs, to ensure maximum departmental profit is achieved.

  • Ensure regular upgrades of the resources of the Rooms, F&B and Recreation departments.

  • To oversee the preparation, presentation and service of food products to ensure the highest quality at all times.

  • To oversee the that all guest rooms, public & back of the house areas including kitchen areas are well maintained and cleaned

  • To maintain good will, sense of fairness and an open door policy towards employees.

  • To monitor and check Hotel members satisfaction.

  • To control operating and merchandising costs.

  • To maintain highest standards of Hygiene.

  • To maintain good Health and Safety Standards.

  • Implement a daily and monthly checklist for all departments. Ensure proper follow-up to attain maximum quality and efficiency.(via KEA)

  • To coordinate all sales activities which are conducted in area of responsibility.

  • To actively engage and participate in effective communications within the Hotel.

  • To adhere to all the Hotel standards and procedures at any given time.

  • Ensure that all Kempinski Standards are being adhered to, by training all personnel and monitoring their compliance.

Additional responsibilities and tasks can be added at any time according to the needs of the business and of the hotel.

Desired Skills & Qualifications:

  • Ability to work and communicate in a multinational environment, including oral and written language skills in English; Any additional languages are an advantage.

  • Minimum 2 years experience in the same role within a bigger hotel operation, with F&B background

  • Luxury Hotel Experiences. 

  • Communication skills.

  • Knowledge of hotel operations & Computer systems, including Microsoft Office (Word, Excel and PowerPoint); Micros Fidelio Opera and Sales & Catering.

  • Passion for hospitality and the European elegance of service.

About Kempinski

Hoteliers since 1897, we have travelled the world in search of the most fascinating destinations without ever forgetting the finest traditions of our European heritage. We are dedicated to please, educated to entertain, and we never compromise on the European elegance of service. We pride ourselves on delivering a beautiful performance for each and every one of our guests. And for our employees, we provide a stage on which they can flourish and realise their full potential. 

Embrace an experience as individual as you are!