As the Office Administrator at the Regional Office, you will provide administrative and coordination support to the Vice President – Operations, while assisting the Office Manager in overseeing the day-to-day administration of the Corporate Office and its visitors. This role is responsible for ensuring smooth office operations through effective communication, travel coordination, report preparation, tracker management, and general administrative support.
You will play a key role in facilitating coordination between the Vice President - Operations and hotel teams, ensuring timely follow-up on operational matters, preparation of documents, tracking of deadlines, and management of logistics required for daily business activities. The position also supports the consolidation of operational reports from hotels, communication with hotel owners, coordination related to audits and hotel openings, and the organization of key operational meetings.
Key Role Responsibilities
- Provide administrative support to the VP – Operations, including calendar management, meeting coordination, correspondence, and document preparation.
- Support operational communication and follow-up between the Corporate Office, hotel General Managers, owners, and other stakeholders to ensure timely execution of actions.
- Prepare, format, and organize reports, presentations, meeting materials, minutes, owner documents, business review packs, and operational summaries.
- Maintain accurate and well-organized records of operational communications, approvals, action logs, and key documentation.
- Consolidate updates relating to hotel reviews, owner matters, audits, openings, and operational meetings for leadership review.
- Maintain and update operational trackers, action logs, and follow-up records to ensure information is current, accurate, and properly filed.
- Monitor deadlines and proactively follow up with hotels and internal departments to obtain required updates, documents, and inputs on time.
- Track outstanding action items across properties and functions, ensuring timely closure.
- Escalate overdue items, delays, or missing submissions to the VP – Operations where necessary.
- In coordination with the Office Manager, arrange travel for corporate executives, including flights, accommodation, transportation, and itineraries.
- Coordinate travel schedules for hotel visits, operational meetings, and regional reviews.
- Track travel plans, visit outcomes, related expenses, and post-visit follow-up actions.
- Support the flow of information between the VP – Operations, hotels, and regional teams on operational updates, requests, and follow-up actions.
- Assist in drafting and issuing internal operational communications where required.
- Liaise with relevant stakeholders to ensure requested information and updates are submitted within agreed timelines.
- Assist in collecting operational data and preparing reports for the VP – Operations.
- Support the consolidation of updates and documents arising from meetings, audits, hotel reviews, and property visits.
- Maintain organized records of reports, correspondence, and operational documentation.
- Provide general administrative and coordination support to ensure smooth day-to-day operational administration.
- Support operations teams with basic administrative tasks related to systems access requests, documentation, and coordination.
- Assist with maintaining records related to operational processes and reporting requirements.
- Provide general coordination support to help ensure continuity and efficiency across day-to-day operational administration.
- Work closely with the Office Manager on office organization, meeting coordination, visitor arrangements, and general administrative support across the office.
- Manage the reception area of the Corporate Office, ensuring it is professional, presentable, and welcoming at all times.
- Serve as the first point of contact for visitors, guests, and external partners, greeting and assisting them in a courteous and professional manner.
- Handle incoming calls, direct inquiries appropriately, and ensure messages are relayed in a timely manner.
- Coordinate visitor arrivals and support meeting room readiness for internal and external meetings.
- Support the Office Manager in the smooth day-to-day administration of the Corporate Office.
- Assist the Office Manager with day-to-day office coordination to help ensure continuity, efficiency, and a high standard of presentation across the regional office.
- Monitor the office supply requirements, including stationery, pantry items, and general office consumables, ensuring timely replenishment and maintaining appropriate stock levels for the smooth day-to-day running of the regional office.
Candidate Requirements
- 2–4 years of experience in office administration, executive assistance, operational coordination, or administrative support
- Previous experience supporting a senior leader in a corporate, regional, or hotel environment
- Hospitality or multi-property experience is an advantage
- Bilingual in French and English, with strong verbal and written communication skills in both languages
- Strong coordination skills across calendars, meetings, travel, reports, and follow-up activities
- Highly organized with strong attention to detail and the ability to manage multiple priorities at once
- Experience maintaining trackers, action logs, records, and documentation accurately
- Confident preparing presentations, meeting packs, minutes, and business correspondence
- Professional communication skills with the ability to liaise effectively with internal and external stakeholders
- Good command of Microsoft Office applications, particularly Excel, Word, PowerPoint, and Outlook
- Professional appearance and manner, with confidence in handling visitors and reception responsibilities
- Discreet and trustworthy when handling confidential information
- Able to work at pace, follow up firmly, and support the smooth day-to-day running of a regional office
