Full job description

Job Description: Administrative Assistant to the General Manager

Position Summary:
The Executive Administrative Assistant to the General Manager (GM) plays a critical role in supporting the leadership of the hotel. This position is responsible for providing comprehensive administrative support to the GM, ensuring the efficient operation of the executive office and acting as a central point of contact for internal and external stakeholders. The ideal candidate is detail-oriented, resourceful, and thrives in a dynamic hospitality environment.

Key Responsibilities:

• Administrative Support:
• Manage the GM’s calendar, including scheduling meetings, travel arrangements, and events.
• Prepare, proofread, and distribute reports, memos, presentations, and correspondence.
• Handle phone calls, emails, and other communications, prioritizing and responding on behalf of the GM as needed.
• Hotel Operations Coordination:
• Act as a liaison between the GM and department heads, ensuring effective communication across departments.
• Assist in the coordination and follow-up of departmental projects, meetings, and guest services initiatives.
• Compile and organize hotel performance data for management meetings.
• Guest and Stakeholder Relations:
• Serve as the first point of contact for VIP guests, vendors, and partners when engaging with the GM.
• Address and escalate guest concerns or requests requiring the GM’s attention.
• Coordinate special arrangements for VIP visits and hotel events.
• Meeting Management:
• Schedule, prepare agendas, and record minutes for executive and departmental meetings.
• Ensure that action items are documented and followed up on by the appropriate individuals.
• Project and Event Support:
• Assist the GM in planning and executing hotel events, staff recognition programs, and special projects.
• Track project timelines and deliverables to ensure goals are met.
• Office and Financial Management:
• Maintain filing systems for operational and financial documents.
• Process expense reports, invoices, and budget documentation for the GM’s office.
• Order and manage office supplies for the executive office.
• Confidentiality and Professionalism:
• Handle confidential information related to the hotel, employees, and guests with discretion.
• Represent the GM’s office with professionalism in all interactions.

Qualifications:

• Education: High school diploma or equivalent required; a college degree in Hospitality, Business Administration, or a related field is preferred.
• Experience: Minimum of 3–5 years of administrative experience in a hotel or hospitality environment, preferably supporting senior executives.
• Skills:
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to multitask and manage shifting priorities.
• Familiarity with hotel management systems (e.g., Opera, Quore) is a plus.

Key Competencies:

• Exceptional interpersonal and guest service skills.
• Discretion and confidentiality in handling sensitive information.
• Proactive problem-solving and adaptability in a fast-paced environment.
• Team-oriented mindset with a focus on collaboration.