Executive Assistant

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
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.
● Good with basic familiarization on all hospitality-related social media
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