Assistant to the Management

Overview

The Assistant to the General Manager and Deputy General Manager provides direct support in all administrative, operational, and project-related tasks to ensure the smooth and efficient running of the hotel. This role requires exceptional organizational skills, discretion, and attention to detail, as well as the ability to manage multiple priorities in a fast-paced luxury environment. Working closely with department heads and the management team, the Assistant ensures clear communication, timely follow-up, and flawless execution of initiatives led by the management.

Key Responsibilities

• Administrative & Managerial Support

· Provide daily administrative and logistical support to the General Manager and Deputy General Manager.

· Prepare correspondence, internal communications, and official documents as requested.

· Manage calendars, meetings, and appointments; coordinate internal and external communications.

· Assist in the preparation of reports, presentations, and operational updates for ownership and management.

· Handle confidential information with the utmost discretion and professionalism.

• Operational Coordination

· Support the GM & DGM in daily operations by following up with department heads to ensure tasks, deadlines, and service standards are met.

· Maintain operational trackers, checklists, and project logs.

· Assist with shift schedules, staff movements, and inter-department coordination when needed.

· Monitor inventory requests and maintenance follow-ups as delegated by the GM & DGM.

· Monitor service quality across guest touchpoints, implement continuous improvements and maintain flawless guest experience.

· Monitor the property visual standards.

• Event & Guest Support

Assist in the coordination of in-house events, from planning and supplier communication to execution and post-event evaluation. Maintain event files, budgets, and timelines, ensuring all details are accurate and up to date. Provide on-site support during special events to ensure seamless coordination between service teams.

• Project & CAPEX Assistance

· Support the GM & DGM in the planning and execution of CAPEX and improvement projects.

· Liaise with contractors, designers, and suppliers to gather quotes, prepare comparisons, and follow up on progress.

· Maintain organized records of project communications, invoices, and timelines.

· Track milestones and report project updates to the GM & DGM.

• Communication & Liaison

· Act as a communication bridge between the GM & DGM and department heads to ensure clear follow-up and accountability.

· Support the coordination of information between the hotel and the UK management team or ownership when required.

· Draft meeting minutes and ensure action points are tracked and completed.

• Reporting & Data Management

· Assist in collecting and compiling operational data for reports and performance summaries.

· Maintain updated files for budgets, payroll support documents, HR records, and departmental reports.

· Help prepare monthly or weekly operational summaries as directed by the GM & DGM.

Core Competencies

· Strong organizational and multitasking ability

· Excellent written and verbal communication skills

· High level of discretion and professionalism

· Attention to detail and strong follow-up discipline

· Proactive, reliable, and solutions-oriented

· Ability to remain composed under pressure

· Knowledge of hospitality operations and service standards is a plus

Qualifications

· Degree or diploma in Hospitality Management, Business Administration, or related field preferred

· Minimum 2 years of experience in a hotel or administrative support role (luxury experience preferred)

· Proficient in MS Office Suite (Word, Excel, PowerPoint) and project management tools

· Fluent in English and French; additional languages (Spanish, Arabic) are an advantage

Reporting Structure

Reports To: Deputy General Manager

Liaises With: General Manager / Ownership, Department Heads, UK Management Team, and External Partners