Administrative Assistant (Hotels)

POSITION OBJECTIVE:

Provide administrative executive and coordination support to the General Management team ensuring efficient management of schedules communications documentation task follow-up meeting coordination and cross-functional operational support.

RESPONSIBILITIES:

1. Executive Support to General Management

• Manage and coordinate the General Managers agenda including internal meetings calls visits walkthroughs committees and corporate commitments.

• Follow up on pending tasks agreements and commitments resulting from executive meetings.

• Prepare information documents presentations and reports required by General Management.

• Coordinate travel reservations transportation itineraries and executive logistics when necessary.

• Maintain clear timely and professional communication with Executive Committee members department leaders corporate teams owners and vendors.

2. Administrative and Document Management

• Prepare organize archive and follow up on administrative documents meeting minutes communications letters forms reports and presentations.

• Maintain updated physical and digital files for the General Management office.

• Manage confidential documentation ensuring discretion proper safeguarding and compliance with internal guidelines.

• Assist in preparing executive reports KPIs monthly reports and documentation requested by corporate.

• Follow up on signatures authorizations approvals and administrative processes related to General Management.

3. Meeting and Committee Coordination

• Coordinate Executive Committee meetings managers meetings strategic sessions and special meetings.

• Prepare agendas invitations meeting rooms materials presentations and logistical requirements.

• Prepare meeting minutes agreements and follow-up lists when required.

• Ensure responsible parties receive their commitments and follow up on deadlines.

• Coordinate coffee breaks food and beverage requirements setup and logistical support for executive meetings.

4. Internal Communication and Cross-Departmental Follow-Up

• Serve as the administrative liaison between General Management and the hotels different departments.

• Channel requests messages and pending matters in a timely and professional manner.

• Follow up on operational or administrative matters assigned by the General Manager.

• Support coordination of internal communications executive announcements and documentation directed to leadership teams.

• Maintain respectful warm and Mondrian culture-aligned communication.

5. Attention to Visitors Corporate Teams and Vendors

• Professionally welcome and assist visitors corporate executives vendors owners and strategic partners.

• Coordinate access meeting rooms parking food amenities and special requirements for executive visits.

• Support logistics for walkthroughs official visits audits inspections and meetings with third parties.

• Ensure a professional discreet and hospitable image at all times.

6. Support for Reports Presentations and Special Projects

• Assist in preparing executive presentations monthly reports strategic agendas and corporate documents.

• Consolidate information from different departments for reports requested by General Management.

• Follow up on special projects assigned by the General Manager.

• Support culture communication service audit and cross-functional hotel initiatives.

• Maintain control of project progress deadlines and administrative deliverables.

7. Office and Administrative Resource Management

• Ensure the organization cleanliness presentation and functionality of the General Management office.

• Manage office supplies stationery materials amenities and administrative requirements.

• Request purchase requisitions purchase orders or services necessary for the proper functioning of the department.

• Coordinate messenger services shipping printing scanning filing and general administrative support.

• Maintain an efficient organized and proactive administrative operation.

8. Confidentiality Professional Image and Mondrian Culture

• Handle sensitive information with absolute confidentiality ethics and discretion.

• Represent the image of General Management with professionalism warmth and a service-oriented attitude.

• Act with urgency sound judgment organization and attention to detail.

• Promote positive collaborative communication aligned with Mondrian and Ennismore values.

• Contribute to a culture of service energy presence and connection in every interaction.

QUALIFICATIONS:

• Technical degree or bachelors degree in Administration Hospitality Tourism Communications Public Relations or related fields.

• Minimum of 23 years of experience in administrative roles executive assistance office coordination or executive support.

• Experience in hospitality lifestyle luxury corporate environments or high-demand settings is preferred.

• Advanced English especially for written communication visitor interaction and coordination with corporate teams.

• Strong proficiency in Microsoft Office: Outlook Word Excel and PowerPoint.

• Excellent writing spelling organizational and follow-up skills.

• Basic knowledge of administrative processes requisitions reporting schedule management and filing systems.

DESIRED SKILLS:

• High level of organization and prioritization skills.

• Discretion confidentiality and professional judgment.

• Clear warm and executive-level communication.

• Attention to detail and strong follow-through.

• Sense of urgency and problem-solving ability.

• Service-oriented and hospitable attitude.

• Ability to interact with leaders corporate teams vendors and visitors.

• Professional appearance and presentation.

• Flexibility adaptability and ability to manage multiple priorities.

• Positive energy and alignment with Mondrians lifestyle culture.

ADDITIONAL NOTES:

• High-trust position due to the level of information handling and exposure to General Management.

• Requires availability to support meetings executive visits internal events or special requests.

• Constant interaction with the Executive Committee department leaders corporate teams owners vendors and guests when applicable.

• Key role in ensuring organization follow-up and efficiency in the General Managers daily operations.

• The position requires absolute confidentiality professional maturity and the ability to properly represent the General Management office.

Remote Work :

No

Employment Type :

Full-time