Position Summary
The Executive Administrative Coordinator is a trusted partner to the General Manager and Executive Committee, providing high-level administrative, operational, and project support across the hotel. This highly visible role serves as the central coordination point for executive communications, strategic initiatives, guest relations follow-up, leadership meetings, reporting, and cross-functional projects.
The position is responsible for ensuring the efficient operation of the Executive Office while supporting key operational initiatives across the hotel. In addition, the role provides administrative support to the Engineering Department through maintenance system administration, project coordination, compliance documentation, and operational reporting.
The successful candidate combines exceptional organizational abilities, business acumen, professionalism, and discretion with strong technology skills. They are comfortable leveraging AI-powered tools and modern hospitality systems to enhance productivity, improve reporting, and support data-driven decision-making.
Key Responsibilities
Executive Office Administration
- Provide confidential and professional administrative support to the General Manager.
- Manage complex calendars, meeting schedules, travel arrangements, and executive correspondence.
- Coordinate Executive Committee meetings, agendas, minutes, action plans, and follow-up.
- Prepare presentations, briefing materials, reports, ownership communications, and executive summaries.
- Maintain executive records, business documentation, and confidential files.
- Coordinate strategic initiatives and special projects on behalf of the General Manager.
- Support annual planning sessions, business reviews, and budget preparation activities.
- Act as a liaison between the Executive Office and operational departments to ensure alignment and follow-through on key initiatives.
Executive Committee & Leadership Support
- Provide administrative support to Executive Committee members as required.
- Coordinate leadership meetings, off-site planning sessions, and executive events.
- Support hotel-wide initiatives requiring cross-functional collaboration.
- Assist with colleague engagement activities, leadership forums, recognition programs, and town hall meetings.
- Facilitate communication between departments to ensure timely execution of leadership priorities.
Guest Experience & Executive Response Management
- Support guest satisfaction initiatives through timely follow-up and issue resolution coordination.
- Draft professional guest correspondence on behalf of the General Manager and Executive Committee members.
- Track and monitor escalated guest concerns, ensuring timely responses and resolution.
- Assist with service recovery initiatives and the documentation of guest feedback trends.
- Coordinate VIP guest communications, daily cards and special requests as required.
Engineering & Operational Administration
- Serve as administrator for maintenance management and work-order tracking systems including ALICE, HotSOS, Transcendent, CMMS, or similar platforms.
- Monitor, assign, track, and close maintenance work orders and service requests.
- Generate operational reports and engineering performance dashboards.
- Support preventive maintenance tracking and departmental documentation.
- Coordinate contractor access, service records, vendor documentation, purchase orders, and invoices.
- Maintain permits, inspections, certifications, and life-safety documentation.
- Provide administrative support for capital projects and engineering initiatives.
- Serve as a liaison between Engineering and operational departments regarding maintenance-related matters.
Technology, Reporting & Process Improvement
- Utilize Microsoft Copilot and AI-powered tools to enhance productivity, reporting, meeting summaries, and administrative workflows.
- Develop reports, presentations, dashboards, and analytics for hotel leadership.
- Support data-driven decision-making through trend analysis and operational reporting.
- Identify opportunities to streamline processes through automation and technology.
- Maintain expertise in hotel operating systems and productivity technologies.