Executive Assistant

Summary

Job Purpose:

Executive Assistant serves as a trusted partner to the General Manager, providing comprehensive executive, secretarial and administrative support while also assisting with the coordination and follow-up of hotel operations. The role acts as a key communication link between the General Manager, Executive Committee, Department Heads and operational teams, ensuring that priorities, projects and key actions are effectively coordinated and followed through.

Qualifications

Duties & Responsibilities

Executive & Personal Assistant to the General Manager

• Provide comprehensive secretarial, administrative and personal assistance to the General Manager.
• Manage the General Manager’s calendar, appointments, meetings, correspondence, telephone calls and daily schedules.
• Coordinate and arrange all activities, meetings and appointments relating to the General Manager.
• Prepare meeting agendas, presentations, briefing materials, correspondence and other documents as required.
• Manage confidential information and documents with a high degree of discretion and professionalism.
• Coordinate the General Manager’s business travel arrangements, itineraries and expense reimbursements.
• Assist the General Manager in preparing annual budgets, business plans, presentations and management reports.
• Provide secretarial and administrative support to Executive Committee members as required.
• Follow up on action items, requests and special assignments delegated by the General Manager and ensure timely completion.
• Coordinate and compile the General Manager’s Monthly Report and other management reports.
• Provide operational support to the General Manager by coordinating and following up with key operational departments, particularly Front Office, Food & Beverage and Rooms Division.
• Attend and take accurate minutes of Executive Committee, Department Head and other key management meetings, and ensure timely distribution and follow-up.
• Act as a key liaison between the General Manager, Executive Committee, Department Heads, colleagues and external stakeholders.
• Coordinate and monitor reporting deadlines for Regional Office, Owners and other stakeholders.
• Maintain an efficient filing, document control and tracking system for the Executive Office.

Operations Support & Coordination

• Monitor and follow up on key operational action plans, ensuring that agreed actions are completed within the required timeline.
• Assist in coordinating cross-departmental operational projects and initiatives led by or assigned by the General Manager.
• Support the preparation of operational updates, presentations, reports and briefing materials for management meetings.
• Assist in coordinating VIP arrivals, high-profile guests, special events and important hotel functions, ensuring that all relevant departments are aligned and prepared.
• Work closely with Front Office and F&B leaders to follow up on operational priorities, guest-related matters, special arrangements and service recovery actions assigned by the General Manager.
• Coordinate welcome letters, personal notes and appropriate welcome amenities for VIPs, high-returning guests and other priority guests.
• Assist with special guest visits, inspections, owner visits, media visits and other high-profile hotel activities as assigned.
• Assist the General Manager with special projects, hotel initiatives and strategic assignments.
• Coordinate and follow up on cross-functional projects involving multiple departments to ensure alignment and timely execution.
• Undertake other duties, responsibilities and special assignments as reasonably assigned by the General Manager.