Administrative Assistant

Job Description

Job Number 24167820
Job Category Administrative
Location The Westin Dragonara Resort Malta, Dragonara Road, St. Julian's, Malta, Malta VIEW ON MAP
Schedule Full-Time
Located Remotely? N
Relocation? N
Position Type Non-Management

POSITION SUMMARY

We are seeking a highly organized and proactive individual to join our hotel team as an Administrative Assistant. This role will be responsible for directly attending to the General Manager’s needs and an array of admin related tasks, which will contribute to an efficient operation of the hotel's administrative functions.

Responsibilities:

• Organize the General Manager's calendar, schedule appointments, and coordinate meetings, ensuring timely communication and efficient use of time.
• Attend meetings and take minutes, which clearly stipulate the objective, the content and necessary actions. Follow up to ensure all discussed is actioned in a timely manner.
• Prepare written communication from information provided and/or by transcribing from dictation
• Conduct general administrative tasks, including data inputting, filing, ordering of office supplies and so forth as required.
• Handle confidential information and sensitive matters with discretion and professionalism.
• Respond promptly and professionally to emails and telephone calls, both internal and external, ensuring accurate and courteous communication.
• Issue complimentary vouchers as requested and approved by The General Manager
• Make necessary and required travel arrangements, whether it is local or overseas
• Assist with owner and chairman requests, including but not limited to Reef Club and travel arrangements
• Prepare amenity requests, and cards for VIPs
• Prepare and print informative letters as required by the operation
• Prepare and issue the Manager on Duty (MOD) and Executive Team Member (ETM) on duty rosters in a timely manner
• Assist in planning and organising internal festive requirements, such as gift giving for the team and owners, and lunches.
• Attend to all other General Manager requests and requirements as needed
• Other requirements as requested

Skills:

• Strong organizational skills with excellent attention to detail.
• Exceptional verbal and written communication skills in English, with the ability to communicate effectively with individuals at all levels.
• Time management
• Flexibility
• Proficient in computer skills, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage multiple tasks and prioritize responsibilities.
• Demonstrated ability to maintain confidentiality and handle sensitive information.
• Professional and courteous demeanour with a positive attitude.
• It would be ideal if candidate understands Maltese. However, this is not a mandatory criterion.

Join the Executive Office and contribute to the success of our hotel by providing efficient support and maintaining a well-organized admin office. Your dedication and attention to detail will play a vital role in ensuring smooth operations and exceptional guest experiences.

Marriott International is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.

At Westin, we are committed to empowering guests to regain control and enhance their well-being when they need it most while traveling, ensuring they can be the best version of themselves. To achieve the brand mission of becoming the preeminent wellness brand in hospitality, we need passionate and engaged associates to bring the brand’s unique programming to life. We want our associates to embrace their own well-being practices both on and off property. You are the ideal Westin candidate if you are passionate; you are active and take pride in how you maintain your well-being; you are optimistic; you are adventurous. Be where you can do your best work,​ begin your purpose, belong to an amazing global​team, and become the best version of you.