Job Description: Office Manager & Executive Assistant to the Vice President
Position Overview:
We are seeking a highly skilled, dynamic, and dedicated Office Manager & Executive Assistant to provide comprehensive, high-level support to the Vice President. This is a central and trusted role that demands exceptional organizational ability, unwavering discretion, and the capacity to manage both executive office functions and complex business operations. The ideal candidate will act as a force multiplier for the Vice President, ensuring seamless coordination, communication, and execution across all fronts.
Key Responsibilities:
Executive & Administrative Support:
- Manage the Vice President's complex calendar, schedule appointments, and coordinate meetings locally and internationally, including all preparatory work, logistics, and follow-up.
- Arrange advanced, meticulous travel and hospitality planning for the Vice President and for small or large groups.
- Accompany the Vice President to meetings, site visits, events, and official engagements as required.
- Handle all routine and advanced communications with the highest level of discretion, including confidential and time-sensitive correspondence, memorandum, and documents.
- Serve as the primary point of contact and gatekeeper between the Vice President and internal/external stakeholders, expertly managing the pace and flow of information.
- Prepare, attend, and minute meetings; diligently follow up on action items and decisions.
Office, Project & Operational Management:
- Oversee daily office operations to ensure a professional, efficient, and organized work environment.
- Lead assigned projects in event management, data analysis, and other business areas.
- Maintain and improve filing systems, document tracking, and office protocols.
- Handle and liaise regarding complaints or inquiries directed to the Vice President's office.
- Supervise, train, and advise other members of the office team.
Analytical & Specialized Duties:
- Conduct research, compile data, and perform business analysis to support strategic decision-making.
- Review budgets and perform financial figure analysis.
- Review legal contracts, monitor targets and time frames, and draft contracts for various subjects as needed.
- Track and report on VIP guests across hotel properties, with daily submissions to the Vice President, especially concerning key business leaders or owners.
Job Requirements:
- Minimum of 5 years of proven experience in executive assistance, office management, or a similar senior administrative role, preferably within a fast-paced, multifaceted organization (hospitality experience a strong plus).
- Full-time, dedicated commitment with complete flexibility to accommodate the Vice President's schedule, including travel and external engagements.
- excellent command of both English (written and verbal), with the ability to draft and review formal communications and documents.
- Advanced proficiency in Microsoft Office Suite and office management tools.
- Demonstrated ability to handle highly confidential information with impeccable professionalism and integrity.
- Strong power of personality: must be proactive, resourceful, and possess the authority and judgement to solve problems independently, make sound decisions, and set meeting priorities.
- Outstanding interpersonal skills with the ability to interact effectively and command respect at all organizational levels.
- Keen analytical mind with experience in data review, basic budget analysis, and project leadership.
