Executive Assistant Full Time

What will I be doing

As an Executive Assistant to the General Manager, you will be responsible for carrying out the daily activities of the Executive office to deliver an excellent team member experience. The Executive Assistant serves as the primary point of contact between the GM and internal and external key personnel, handling confidential information with professionalism and efficiency. Specifically, you will be responsible for performing the following tasks to the highest standards:

• Managing the daily administrative functions of the Executive Office while adhering to hotel policies and luxury service standards.
• Acting as a liaison between the General Manager and internal departments, owners, corporate offices, and key stakeholders, ensuring seamless communication.
• Handling all incoming and outgoing correspondence, including emails, phone calls, reports, and written documents with clarity, professionalism, and confidentiality.
• Organizing, scheduling, and maintaining the General Manager’s calendar, including meetings, conferences, and travel arrangements.
• Preparing meeting agendas, taking detailed minutes, distributing meeting materials, and ensuring follow-up on action points.
• Coordinating complex travel itineraries, including flight bookings, hotel accommodations, transportation, and visa arrangements for the General Manager and accompanying staff.
• Drafting, editing, and proofreading high-level reports, memos, presentations, and internal/external communications with exceptional attention to detail.
• Overseeing office operations, maintaining supplies, managing equipment, and ensuring a well-organized and professional work environment.
• Maintain and organize records, files, and documents, ensuring easy retrieval and confidentiality when necessary.
• Manage and organize information, databases, and contact lists for the executive team.
• Safeguarding sensitive company information, exercising sound judgment, and maintaining strict confidentiality at all times.
• Assisting in the coordination and execution of special projects, research, and executive initiatives as assigned by the General Manager.
• Building and maintaining strong relationships with internal and external stakeholders to support the overall success of the hotel’s leadership team.

What are we looking for
An Executive Assistant to the General Manager serving Waldorf Astoria Hotels & Resorts is always working on behalf of our guests and working with team members. To successfully fill this role, you should maintain the attitude, behaviors, skills, and values that follow:

• Proven Experience in an Executive Assistant, Personal Assistant, or similar administrative role, preferably within a luxury hospitality or corporate setting.
• Exceptional Organizational & Time-Management Skills with the ability to multitask, prioritize, and adapt in a dynamic environment.
• Outstanding Communication Skills in English, both written and verbal; proficiency in additional languages is a plus.
• Meticulous Attention to Detail, Accuracy & Discretion when managing confidential information.
• Strong Problem-Solving Abilities with a proactive and solution-oriented mindset.
• Independence & Sound Judgment with the ability to take initiative and work autonomously.
• Professionalism in Appearance & Conduct, reflecting the hotel’s luxury standards in every interaction.
• Technical Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software for scheduling and document management.
• Experience in Travel Coordination, Diary Management & Event Planning.
• Ability to Perform Under Pressure while maintaining a high level of efficiency and service excellence.
• Commitment to Exceptional Customer Service, ensuring seamless interactions both internally and externally.
• Flexibility & Adaptability to handle a variety of tasks and work situations.

It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:

• Previous administrative experience in a fast-paced environment.
• A minimum of three years of experience in a luxury hotel in a similar role.