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Executive Assistant

General Information

Country/Region
Mexico
Province/City
Riviera Maya
Hiring Entity
Rosewood Mayakoba
Department
Executive Office
Job Type
Full-time Permanent

Job Description


DUTIES AND RESPONSIBILITIES

• Assess the quality and effectiveness of results
• Assist assigning staffing duties, particularly for specific projects requested by the Hotel Manager
• Create the master schedule for the team
• Delegate work responsibilities fairly
• Determine cost-effective methods for completing projects
• Discuss changes in internal projects for the hotel
• Identify inefficiencies and implement ways to resolve them with the team
• Implement process enhancements to improve efficiencies
• Prioritize tasks and allocate the necessary resources to achieve them
• Provide subject matter expertise when required
• Share important project information, messages and data
• Track the team is following the standards and vision of the company
• Understand the effects of the project status on the availability of resources
• Address problems preventing projects from progressing
• Advise teams on projects and provide suggestions
I. ADMINISTRATION
1. Provide administrative support to the Managing Director to ensure the implementation of hotel policies, standards, and procedures applicable to administrative functions.
2. Locate and attach correspondence from the appropriate file to be responded to by the Area Director.
3. Write, file, and maintain all private and confidential matters related to the department.
4. Establish a systematic and efficient filing system, both for hard copies and all electronic data, allowing for quick retrieval.
5. Ensure all files are kept up to date at all times.
6. Prepare relevant materials for all meetings attended by the Division Head: daily operations meeting, executive committee meetings, etc.
7. Ensure travel authorization forms are completed and signed by the respective executive before handing them over to the Finance Director for signature.
8. Prepare informative letters to guests according to activities.
9. Maintain daily control of management mail.
10. Follow up on the General Manager's agenda.
11. Weekly coordination of General Manager's meeting control.
12. Responsible for planning Executive Committee flights and trips.
13. Prepare certificates for guests.
14. Keep track of management expenses.
15. Prepare the Ceibas and MOD Calendar.
16. Follow up on the Executive Committee Vacation Calendar.
17. Coordinate leader schedules weekly.
18. Follow up on hotel projects.
19. Maintain control of packages and mails.
20. Participate in the MOD's program.
21. Support company community and social action programs.

About Us

Since its grand opening in 2008, Rosewood Mayakoba beckons guests in search of the ultimate escape. Inspired by Mayan traditions, this 620-acre resort enclave sits along a mile‐long arc of white Caribbean sand, nestled just north of the picturesque waterfront town of Playa del Carmen. Designed to blend harmony with natural landscapes, Rosewood Mayakoba is an oasis of luxury offering 129 suites with private plunge pools, garden showers, individual docks and the finest modern design and details. For further peace of mind, the resort is built to abide by the highest of eco-standards, offering indulgence with awareness, and has received the Rainforest Alliance Certification. Rosewood Mayakoba takes guests on an exclusive trip of a cultural immersion. From the ruins of Mayan civilization to the lush natural landscape, Riviera Maya is the perfect destination for art lovers and culture buffs. For fashionistas, shopping in Playa del Carmen and Cancun promises a luxurious and fun experience. Scattered along gilded avenues are the authentic markets that showcase an impressive mix of only the best Mexican handicrafts and silverware.