Office Manager (Exec Office Admin Assistant)

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Job Purpose

• The Office Manager plays a key role in ensuring smooth administrative operations and providing high-level support to the General Manager in a luxury hospitality environment.
• This role requires a proactive, highly organized, and detail-oriented individual who can manage office administration, coordinate executive functions, and assist in operational management while upholding the highest service standards expected in a prestigious hotel.

Job Responsibilities

• Executive Support to the General Manager
  • Act as the primary point of contact between the GM and internal/external stakeholders.
  • Manage the GM's schedule, meetings, and travel arrangements.
  • Prepare reports, presentations, and correspondence on behalf of the GM.
  • Assist in confidential matters, maintaining discretion and professionalism at all times.
• Office Administration & Operations Management
  • Oversee the day-to-day office operations to ensure efficiency and organization.
  • Manage office supplies, office equipment maintenance, and vendor contracts.
  • Maintain digital and physical filing systems for administrative and hotel records.
  • Ensure compliance with company policies, procedures, and industry regulations.
  • Act as a liaison between departments to ensure seamless communication and coordination.
• Guest Relations Support
  • Assist with high-profile member and VIP guest requests on behalf of the GM.
  • Handle inquiries and complaints with professionalism and a service-first mindset.
  • Ensure that all administrative tasks align with the hotel's luxury service standards.
  • Organize and oversee executive-level hotel events as needed.
• HR & Staff Coordination Support
  • Assist the HR department with staff scheduling, onboarding, and documentation.
  • Help coordinate employee engagement initiatives and internal communications.
  • Monitor and track employee performance reviews, training, and compliance.
  • Support recruitment processes by liaising with candidates, scheduling interviews, and maintaining records.
  • Assist finance director with basic financial tasks such as invoice processing, expense tracking, and petty cash management.
  • Work with finance director to ensure timely submission of financial reports.
  • Oversee office and operational procurement, ensuring cost-effective purchasing while maintaining luxury standards.
• Event & Meeting Coordination
  • Organize and coordinate executive meetings, including agenda preparation and minutes recording.
  • Assist events manager in planning and executing hotel events, board meetings, and VIP gatherings when needed.
  • Ensure that all executive logistical needs for meetings and events are met, including catering, AV support, and guest accommodations.
• IT & Communication Support
  • Manage office communications, including emails, phone calls, and internal messaging systems.
  • Assist in maintaining digital records and supporting IT-related administrative tasks.
  • Ensure seamless use of digital tools for guest bookings, event planning, and member communications.
• Safety, Quality & Environment
  • Apply safety, quality and environmental management policies, procedures, and controls to ensure employee safety, legislative compliance, delivery of high-quality products/services and a responsible environmental attitude.
  • Contribute to the identification of opportunities for continuous improvement of department's systems, processes and practices considering international best practice, improvement of business processes, cost reduction and productivity improvement.

Job Requirements

Qualification and Experience

• Bachelor's degree in business administration, Hospitality Management, or a related field preferred.
• 5+ years of experience in office management, executive assistance, or hospitality administration.
• Prior experience in luxury hospitality, or high-end resorts is an advantage.
• Strong proficiency in Microsoft Office Suite, CRM software, and administrative tools.
• Excellent written and verbal communication skills in English and Arabic.
• Ability to handle confidential information with discretion and professionalism.
• Strong multitasking, organizational, and problem-solving skills.
• Ability to work in a fast-paced, high-pressure environment while maintaining attention to detail.

Preferred Skills & Attributes:

• Experience working with high-net-worth individuals and VIP clientele.
• Strong customer service orientation with a refined, luxury hospitality mindset.
• Ability to anticipate the needs of executives and proactively provide solutions.
• Multilingual skills (English and Arabic required, any further languages preferred but not required).

Work Environment & Expectations:

• Must be flexible to work beyond standard office hours, including evenings and weekends as needed.
• Hands-on role requiring active engagement with staff, members, and executives.
• Professional appearance and demeanor required to uphold the hotel's prestige.

Note: This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Administrative, General Business, and Customer Service

Industries

• Hospitality