Executive Secretary (Room Service) Erth Abu Dhabi

Job Role:

The Executive Secretary – Room Service provides comprehensive administrative and operational support to the Room Service Department and Food & Beverage leadership team. The Executive Secretary plays a key role in ensuring smooth departmental operations, effective communication, and professional coordination of guest- and staff-related matters.

This role requires strong organizational and communication skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced hospitality environment. The Executive Secretary will act as a liaison between the department, hotel leadership, guests, and external partners, while supporting day-to-day administration and service excellence.

Job Responsibilities:

• Handle sensitive departmental information with confidentiality and professionalism.
• Maintain and organize the daily calendar of the Room Service Manager, including meetings, service briefings, and departmental activities.
• Prepare reports, schedules, presentations, training materials, and correspondence to support F&B operations and service goals.
• Assist in coordinating special projects, events, and VIP service requirements within Room Service and the wider F&B division.
• Arrange travel itineraries, duty rosters, and accommodation requests for departmental leaders or visiting auditors/trainers when required.
• Screen calls, emails, and guest requests directed to the Room Service Manager; respond promptly, provide accurate information, and redirect inquiries when appropriate.
• Support the preparation and follow-up of departmental meetings, including agenda setting, minutes taking, and action tracking.
• Maintain and update departmental records, including guest preferences, supplier contacts, training logs, and operational files.
• Ensure accurate and timely preparation of expense reports and budget tracking documents.
• Draft correspondence and announcements for internal circulation (staff communications, training updates, guest-related memos).
• Provide administrative support in managing F&B service standards, guest satisfaction reports, and audit compliance documentation.
• Be responsive and available for urgent matters outside of standard hours, especially for VIP service needs.
• Greet and assist guests, vendors, and partners visiting the department, ensuring professional representation of the hotel and F&B team.
• Assist in conserving the Room Service Manager’s time by proactively preparing documents, gathering information, and resolving minor issues before escalation.
• Coordinate and oversee ad-hoc projects such as in-room dining promotions, themed service events, or departmental recognition programs.
• Organize schedules, shift planning, and service rosters, resolving conflicts and ensuring coverage.