Job Purpose
The position provides administrative and secretarial support to the Operations Department and coordinates with hotel GMs and owners to ensure effective and efficient operations of the department and maintain good communication & relationships with hotels and owners, as well as other administrative tasks assigned by the Office Manager.
Primary Responsibilities
1st primary responsibilities
● Provide general administrative and secretarial support to VPO, including scheduling meetings, travel arrangements, answering telephones, document filing, etc.
● Serve as the primary "gatekeeper" for the VPO, strategically managing the calendar to protect focus time while ensuring critical operational issues are escalated immediately.
● Provide a bridge for smooth communication between the VPO's office and internal departments
● Communicate with hotel owners and representatives on hotel management and operations to maintain a good relationship with owners.
● Works closely and effectively with the VPO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the VPO updated.
● Prioritizes conflicting needs; handles matter expeditiously and proactively; and follows through on projects to successful completion, often with deadline pressures.
● Able to converse, read, and write fluently in English/Mandarin accordingly, while also able to consecutively translate English to Mandarin and vice versa accordingly, which is essential
● Handle highly sensitive and confidential information with absolute discretion, including personnel matters, financials, and strategic business plans.
2nd primary responsibilities
● Act as liaison with all Headquarters departments and Hotel GMs
● Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
● Attend key meetings with the VPO, record minutes where required and meticulously track action items to ensure deadlines are met by Hotel GMs and department heads.
● Facilitates cross-divisional coordination of travel and outreach plans
● Assist in certain F&B activations or projects related
3rd primary responsibilities
● Perform any other duties, within the employee’s range of competence, as required by management
● Prepare Expense Claims and payments
● Conduct information research
Knowledge and Experience
● Bachelor's degree plus significant experience required
● 5+ years of administrative experience as a personal assistant supporting senior-level management in a fast-paced, multi-cultural environment; hotel experience would be an advantage
● Proven mastery of office applications including Word, PowerPoint, Excel, and Outlook
● Proficiency with virtual meeting platforms (Teams, Zoom, Webex) and collaborative tools (SharePoint, OneDrive).
● Familiarity with expense management software (e.g., Concur, SAP) is a plus.
● Previous or current F&B experience in hotels would be an added advantage
Competency
● Good interpersonal skills with the ability to communicate with all levels of employees
● Strong organizational skills, detail-oriented, and the ability to handle multiple priorities
● Good teamwork skills and able to work effectively and contribute to the Ops team
● Good presentation and influencing skills
● Multicultural awareness and able to work with people from diverse cultures
● Flexible and able to embrace and respond to change effectively
● Ability to work independently and has good initiative in a dynamic environment
● Self-motivated and energetic
● Reasonable hotel F&B knowledge
"Mindset & Attitude"
● Proactive problem solver who anticipates the VPO's needs before they are expressed.
● Resilient and adaptable, comfortable with changing priorities in a dynamic hospitality environment.
● Open-minded and pleasant personality to manage relationships with demanding owners and diverse hotel teams.
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