Administrative Assistant

Job Description

Mission The Administrator – Design supports the strategic plans and objectives of the Design & Technology Department. The function is to be supportive, hands-on, methodical and business focused; creating memorable moments for our guests, taking ownership for assigned activities whilst collaborating closely with their immediate report and key business partners in order to deliver quality results. The job incumbent acts as an ambassador for the brand, reflecting the company culture and values. All work is carried out in accordance with company corporate policies, procedures and service concepts according to local requirements and regulations. Roles/Responsibilities Responsible for creating and maintaining a well-structured filing system for both digital and physical documents. Ensure all records are systematically organized, up-to-date, and easily retrievable, supporting smooth operations and compliance with internal policies and audit requirements. Plan and manage all aspects of travel arrangements, including flight and hotel bookings, visa applications, ground transportation, and preparation of detailed travel itineraries. Ensure cost-effectiveness and compliance with company travel policies. Track and verify expense claims, ensure timely submission of vouchers, and assist in compiling and processing reimbursement documentation in alignment with organizational finance protocols. Liaise with finance teams to resolve discrepancies and facilitate smooth transactions. Attend meetings to accurately record minutes, highlighting key discussions, decisions, and assigned tasks. Distribute minutes promptly and follow up on outstanding action items to ensure accountability and progress. Collaborate with relevant departments to gather required data and content for quarterly business reports and presentations. Assist in designing clear, visually engaging, and professional presentations using software such as Microsoft PowerPoint. Maintain regular communication with both internal teams and external vendors or consultants to monitor and report the status of quarterly design fee submissions and approvals. Ensure timely follow-up to avoid delays and maintain transparency. Maintain and update project milestone planners, tracking key deliverables and deadlines. Compile comprehensive presentation materials, ensuring accuracy, consistency, and visual appeal using tools such as Microsoft PowerPoint or other presentation software. Tracking and following up on consultancy fee matters with internal and external stakeholders, with proper documentation of all interactions. Support and assist in the smooth running of the administrative support department, exerting diligent processes whilst ensuring both property and company standards are attained and adhered to Takes responsibility for the duties and tasks assigned to the role, ensuring that all work is carried out in a timely and professional manner Collaborate with colleagues to maximize guest satisfaction and comfort, delivering a positive and responsive approach to enquiries and problem resolution Support and deliver on the strategies and objectives of the department, taking ownership for assigned areas of responsibility Develops and builds own skills, knowledge and experience at every opportunity within administrative support department, which aligns with the culture of growth, development and performance expected by the company Collaborates with the Head of Department, ensuring that departmental inventory is maintained, that productivity targets are achieved and performance levels are attained Build and maintain effective working relationships, communicating with key stakeholders whilst promoting the company culture and values Ensures adherence to all legislation where due diligence requirements and best practice activities are planned, delivered and documented for internal and external audit, performing follow-up as required Competencies & Skills Requirements Experience in administrative support Ability to adapt to changing service environments Pro-active with a hands-on approach Passion for the hospitality industry Ability to manage work ensuring that tasks assigned are delivered Personal integrity, with the ability to work in an environment that demands excellence Strong communication and listening skills Good IT skills specially PowerPoint Ability to work collaboratively at all levels within the department An open and positive personality Ability to handle challenging priorities and assignments Attributes for Success: Attention to Detail – Ensures accuracy in documentation and tracking. Strong Organization Skills – Manages multiple tasks and deadlines efficiently. Proactive Attitude – Takes initiative and follows through without reminders. Clear Communication – Keeps all stakeholders informed and updated. Discretion & Confidentiality – Handles sensitive information responsibly Time Management – Prioritizes tasks effectively in a dynamic environment. Team Player – Works well with internal departments and external partners. Skills MSoffice organisation skills powerpoint Show more Show less