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Overview

The Executive Assistant provides comprehensive administrative and operational support to the Managing Director and Resort Manager, ensuring the efficient day-to-day management of the Executive Office. The role serves as a key point of coordination between senior leadership, internal departments, ownership representatives, and external stakeholders, maintaining the highest standards of professionalism, confidentiality, and organizational excellence.

The Executive Assistant plays a critical role in facilitating effective communication, managing executive schedules, coordinating meetings and travel, preparing presentations and reports, and supporting strategic initiatives that contribute to the successful operation of Rosewood AMAALA.

Key Responsibilities

Executive Office Administration

• Provide proactive administrative support to the Managing Director and Resort Manager.
• Manage complex calendars, appointments, meetings, and daily schedules.
• Prioritize appointments and ensure efficient time management for senior leadership.
• Screen and manage correspondence, emails, telephone calls, and visitor requests.
• Maintain complete confidentiality when handling sensitive business information.

Meeting & Communication Management

• Coordinate Executive Committee meetings, leadership meetings, and internal briefings.
• Prepare meeting agendas, presentations, minutes, and action trackers.
• Follow up with departments to ensure timely completion of assigned action items.
• Draft professional correspondence, reports, announcements, and presentations on behalf of senior leadership.
• Facilitate seamless communication between the Executive Office and all hotel departments.

Document & Presentation Preparation

• Prepare high-quality reports, presentations, dashboards, and briefing documents.
• Compile operational, financial, and business reports for management review.
• Maintain organized filing systems for confidential and corporate documents.
• Ensure executive documents are accurate, professionally formatted, and submitted within required timelines.

Travel & Event Coordination

• Arrange domestic and international travel, accommodation, transportation, and itineraries for senior leadership.
• Coordinate executive visits, VIP arrivals, ownership visits, and corporate meetings.
• Organize internal events, leadership functions, and official ceremonies as required.
• Liaise with internal departments to ensure seamless execution of executive events.

Stakeholder Coordination

• Act as the primary liaison between the Executive Office and department leaders.
• Coordinate requests, approvals, and information flow across the organization.
• Build professional relationships with owners, corporate offices, consultants, government entities, and external partners.
• Ensure timely follow-up on executive requests and business priorities.

Operational Support

• Assist with the preparation of annual business plans, budgets, strategic presentations, and operational reports.
• Support pre-opening initiatives, special projects, and cross-functional assignments.
• Track key business deadlines and ensure timely completion of deliverables.
• Monitor executive action plans and maintain project status updates.

Confidentiality & Compliance

• Handle confidential information with absolute discretion and professionalism.
• Maintain secure records of executive documents and correspondence.
• Ensure compliance with company policies, data privacy standards, and document retention procedures.
• Represent the Executive Office with professionalism and exceptional attention to detail.

Qualifications and Requirements

• Bachelor's degree in Business Administration, Hospitality Management, or a related field.
• Minimum 3–5 years of experience as an Executive Assistant, Personal Assistant, or Executive Office Coordinator, preferably within a luxury hospitality environment.
• Must be a Saudi National
• Exceptional organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills with strong business writing abilities.
• Advanced proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint.