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.
RESPONSIBILITIES:
1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
QUALIFICATIONS:
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 communication, visitor interaction, and coordination with corporate teams.
Strong proficiency in Microsoft Office: Outlook, Word, Excel, and PowerPoint.
Excellent writing, spelling, organizational, and follow-up skills.
Basic knowledge of administrative processes, requisitions, reporting, schedule management, and filing systems.
DESIRED SKILLS:
High level of organization and prioritization skills.
Discretion, confidentiality, and professional judgment.
Clear, warm, and executive-level communication.
Attention to detail and strong follow-through.
Sense of urgency and problem-solving ability.
Service-oriented and hospitable attitude.
Ability to interact with leaders, corporate teams, vendors, and visitors.
Professional appearance and presentation.
Flexibility, adaptability, and ability to manage multiple priorities.
Positive energy and alignment with Mondrian’s lifestyle culture.
ADDITIONAL NOTES:
High-trust position due to the level of information handling and exposure to General Management.
Requires availability to support meetings, executive visits, internal events, or special requests.
Constant interaction with the Executive Committee, department leaders, corporate teams, owners, vendors, and guests when applicable.
Key role in ensuring organization, follow-up, and efficiency in the General Manager’s daily operations.
The position requires absolute confidentiality, professional maturity, and the ability to properly represent the General Management office.