Administrative Assistant (Hotels)

Responsibilities

• Executive Support to General Management
• Manage and coordinate the General Manager's 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.
• 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.
• 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.
• Internal Communication and Cross-Departmental Follow-Up
• Serve as the administrative liaison between General Management and the hotel's 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.
• 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.
• 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.
• 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.
• 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.

Requirements

• Technical degree or bachelor's degree in Administration, Hospitality, Tourism, Communications, Public Relations, or related fields.
• Minimum of 2-3 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 communicat

Additional Information

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.

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Company Intel

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