Job Summary:
We are seeking an experienced and highly skilled Executive Assistant to support our Managing Director in a fast-paced and dynamic environment. This role requires a proactive, creative, and organized individual with a background in the hospitality industry, specifically in front office operations such as guest services or guest relations. The ideal candidate should possess strong initiative, have a meticulous eye for detail, and be fearless when given a challenging task. One should be able to execute ideas effectively, prioritize tasks efficiently, and maintain confidentiality in handling sensitive information. This position offers an excellent opportunity to work closely with top-level management and contribute to the success of our organization.
Job Scope:
As an Executive Assistant supporting our Managing Director, you will be responsible for:
- Providing comprehensive administrative support including handling emails, phone calls, and other forms of communication
- Organizing and maintaining schedules, arranging appointments, meetings, conferences, and ensuring effective time management
- Assisting in organizing meetings, conferences, and events, which may involve preparing agendas, taking meeting minutes, and following up on action items
- Organizing and maintaining files, records, and databases to ensure easy access to information
- Taking minutes of meetings, following up on the discussion with the corresponding attendees, giving updates to managing director
- Acting as a liaison between the director and internal/external stakeholders, handling inquiries, and relaying messages promptly
- Helping the executive prioritize tasks and deadlines, ensuring that critical tasks are completed on time
- Maintaining strict confidentiality and discretion when handling sensitive information and sensitive company matters
- Building and maintaining positive working relationships with colleagues, clients, and external partners
- Providing ad-hoc support as needed, which may include personal errands or tasks outside of regular administrative duties
- Monitoring website and social media platforms if all are up-to-date, coordinating with content marketer, and giving updates to Managing Director
Qualifications:
- Bachelor's degree in hospitality management or business administration. Proven experience in-lieu of this is allowed.
- Must have a strong background in the hospitality industry, particularly in front office operations specifically in guest services or guest relations.
- Knowledgeable in Social Media or Content Management and Graphics Design is a huge advantage.
- Demonstrated ability to take initiative, think creatively, and execute ideas effectively.
- Proficiency in MS Office Suite, Google Workspace, Canva, Adobe tools (PS, AI, ID), and other relevant software applications such as work management platforms.
- Excellent written and verbal communication skills, with the ability to adapt communication style for diverse audiences.
- Strong interpersonal skills and the ability to maintain confidentiality and discretion.
- Proactive problem-solving abilities, with a positive attitude and a solutions-oriented approach.
Requirements:
- Exposure in working with diverse cultures and ability to adapt to new environment
- 1-2 years of proven experience as an Executive Assistant supporting top-level executives or similar roles in Client facing operations in Hospitality.
- Meticulous attention to detail and exceptional organizational skills to manage multiple tasks and priorities simultaneously.
- Must be Fluent in English.
- Must be flexible in using both Macs and PCs.
- Must be flexible in adapting to a varied set of software applications as and when needed.
