EXECUTIVE OFFICE ADMINISTRATOR

OVERALL SCOPE OF JOB DESRIPTION

The Executive Office Administrator provides high-level secretarial and administrative support to the General Manager, ensuring the executive office operates effectively, efficiently, and with the highest level of professionalism.

SPECIFIC DUTIES & RESPONSIBILITIES

1. To ensure all confidential and sensitive matters are strictly taken care and kept confidential at all times.
2. All outgoing memos/letters/forms/meeting minutes are properly distributed.
3. Attend and screen calls before passing through to General Manager or relevant managers and executive.
4. Ensure telephones are answered according to standard, and messages are conveyed at all times.
5. Ensures that policies and procedures in the hotel are followed.
6. Respond to TripAdvisor reviews and other online guest feedback on behalf of the General Manager.
7. Prepare travel requests for submission to Corporate Office and expense claim for General Manager.
8. Coordinate travel logistics, itineraries, and expense reports for the General Manager.
9. Book flight tickets and accommodation for General Manager and Executives on business trips.
10. Foster strong working relationships and rapport with all department heads and team members.
11. Coordinate the return of Lost & Found items to guests via courier, including calculating costs and processing credit card payments with the Credit Manager.
12. Prepare operational documents, including the Managers on Duty (MOD) roster, prize vouchers, and gift vouchers.
13. Manage the inventory and distribution of company-issued mobile devices.
14. Receive, open, sort and distribute incoming mails, emails, faxes and documents to relevant departments.
15. Oversee daily office operations, track inventory& order office supplies.
16. Ensure compliance with all hotel policies, operational procedures, and departmental grooming standards.
17. Execute additional duties and special projects as assigned by the General Manager.

CORE SKILLS & QUALIFICATIONS

Technical & Professional Skills:

Software Proficiency : Strong command of Microsoft Office Suite (Word, Excel, PowerPoint, Microsoft Outlook), virtual meeting platforms, and digital filing systems.

Communication : Exceptional written and verbal communication skills, with a professional phone manner.

Organization : Highly organized with a proven ability to prioritize tasks, multi-task, and meet deadlines under pressure.

Interpersonal Skills : Reliable, patient, and diplomatic, with the ability to interface smoothly with high-profile guests and corporate leadership.

Qualifications:

Education : Bachelor’s degree in business administration, Office Management, Hospitality Management, or a related field.

Experience : 3 to 5 years of relevant administrative experience, ideally supporting head-of-department or executive-level roles within the hospitality industry.

If you are interested, please do not hesitate to send your resume to the following email address:

Mr. Mazlan Ariffin (Director of Human Resources) | email address: [email protected]

Latest by 25 October 2026