Executive Office Manager

Responsibilities

• Acts as the "air traffic controller" for the Executive Office and the GM's demanding schedule; prioritizing tasks, and managing complex logistics with meticulous attention to detail.
• Serves as the first point of contact, acting as the gatekeeper for the GM; fielding calls, managing correspondence and disseminating and following up on the directives of the GM in a proactive and efficient manner.
• Coordinates complex and ever-changing schedules, prioritizing calendar appointments and ensuring the GM is prepared with necessary documents and briefing notes.
• Manages correspondence (email/letter) by researching, drafting, proofreading and producing responses in accordance with hotel policies and guidelines, ensuring appropriate filing and retrieval systems are in place.
• Schedules complex international travel including booking air or ground transportation, hotel accommodations and experiential activities, providing travel support as needed including adjustments to itineraries, shipping of materials and other on-the-fly needs.
• Financial reconciliations - liaises with Finance team to ensure all financial documents, and budgets are up to date and accessible, manage invoices, expense reports and timekeeping for Executive team.
• Coordinates and manages hospitality for high-profile VIP guests and clients (in conjunction with Front Office/Guest Relations team) on behalf of the GM as required.
• Stakeholder Liaison - Interacts with Hotel Ownership, Executive and Senior Management, owners, corporate offices, VIP guests, and Cayman Islands Government and community entities with finesse and professionalism.
• Confidentiality & Discretion - manages the flow of confidential and sensitive material entering and leaving the Executive Office. Handles highly sensitive information, guest data, guest feedback, operational and financial data, with complete trustworthiness.
• Liaises with Director of Training to ensure all Executives are up to date on IHG training modules and professional development opportunities.
• Assists in supporting community initiatives and outreach championed by the hotel.
• Manages special projects, market research and initiatives to support business goals.
• Ensures all activities align with IHG's brand standards and strategic objectives.
• ESSENTIAL SKILLS & TRAITS
• Exceptional communication (written and verbal in English) with meticulous attention to detail.
• Able to adapt and adjust communications style for different audiences (visual & auditory) for staff, guests, executives, external clients & associates and react quickly to unexpected questions or situations.
• Ability to compose and articulate communications professionally and with cultural sensitivity
• Must be comfortable with public speaking and confidently communicate directives of the GM.
• Proactive and Anticipatory - The ability to foresee needs, potential problems as well as recognize opportunities to spin a negative situation into a positive outcome.
• Organization and Time Management - Able to multitask, prioritizing competing demands and meet strict deadlines in a fast-paced environment.
• IT proficiency in Microsoft Office Suite, Typing (min 70 wpm) and comfort with various digital scheduling, communication, and other industry software applications as appropriate to the role.
• Understanding of social media, networking, industry review sites and messaging apps for direct guest interaction and employee and community communication, focusing heavily on visuals, neighborhood stories and brand consistency across channels.
• Must be able to handle the fast pace and unpredictability of the hospitality industry while maintaining a professional, calm demeanor, maintaining composure and focus in stressful and crisis situations.
• Problem Solver - Pro

Benefits

Additional Information

The Executive Office Manager is a crucial link between the General Manager and the Executive Team, Ownership, Senior Management, Employees, Guests and External Stakeholders, both internally and in the local Cayman Islands community. This role oversees the seamless execution of the General Manager's vision across all hotel functions and coordinates a variety of projects and initiatives, utilizing a high degree of confidentiality, discretion, trust and autonomy. The Executive Office Manager has an experienced working knowledge of the luxury hospitality industry and understands the core business' strategies and objectives, reflecting the company's culture and values through professional, gracious interactions in a fast-paced, entrepreneurial environment.

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