Executive Assistant (Hospitality & Retail)

Job Brief

We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide comprehensive administrative and operational support to the CEO across multiple businesses, including a retail and café business, a boutique hotel and restaurant, and other business ventures. This role requires an individual who can manage competing priorities, maintain strict confidentiality, anticipate the needs of a busy executive, and ensure the smooth coordination of daily business and personal commitments.

The ideal candidate is an experienced Executive Assistant who has supported senior executives or business owners with multiple entities and is comfortable working in a fast-paced, dynamic environment. The successful candidate must possess exceptional organizational skills, sound judgment, excellent communication abilities, and the discretion required to handle sensitive information.

Responsibilities

• Manage the CEO's calendar, appointments, meetings, and daily schedule across multiple businesses.

• Coordinate internal and external meetings, prepare agendas, record meeting minutes, and follow up on action items.

• Prioritize incoming requests, correspondence, and communications, ensuring urgent matters receive immediate attention.

• Screen phone calls, emails, and other communications on behalf of the CEO.

• Draft, proofread, and prepare professional emails, reports, presentations, letters, and other business documents.

• Coordinate travel arrangements, accommodation, transportation, and detailed itineraries for business trips.

• Act as the primary point of contact between the CEO and internal teams, clients, vendors, business partners, and other stakeholders.

• Monitor ongoing projects across the CEO's businesses and follow up with department heads to ensure timely execution of tasks and deadlines.

• Assist in tracking business priorities, ensuring deliverables are completed as scheduled.

• Coordinate cross-functional activities between the retail, hospitality, and other business operations.

• Organize executive meetings, management meetings, and strategic planning sessions.

• Maintain accurate records, confidential files, contracts, and important business documents.

• Prepare reports, dashboards, and summaries to support executive decision-making.

• Conduct research, gather information, and prepare briefing materials for meetings and business opportunities.

• Assist with special projects, new business initiatives, and operational improvements as assigned.

• Manage office administration tasks relating to the Executive Office.

• Handle confidential and sensitive business information with the highest level of professionalism and discretion.

• Build and maintain positive working relationships with clients, suppliers, government agencies, consultants, and external stakeholders.

• Anticipate the CEO's needs and proactively resolve issues before they arise.

• Support occasional personal administrative tasks for the CEO where required.

• Perform any other duties assigned by the CEO.

Requirements

• Bachelor's degree in Business Administration, Management, Communications, or a related field.

• Minimum of 2 to 4 years of experience as an Executive Assistant supporting a CEO, Managing Director, Founder, or other C-suite executive.

• Experience supporting executives who oversee multiple businesses or business units is highly preferred.

• Previous experience in hospitality, retail, real estate, professional services, or other fast-paced industries is an added advantage.

• Excellent organizational and time management skills with the ability to manage multiple priorities simultaneously.

• Strong project coordination and follow-up skills.

• Exceptional written and verbal communication skills.

• High level of professionalism, integrity, and discretion when handling confidential information.

• Strong problem-solving skills with the ability to work independently and make sound decisions.

• Excellent interpersonal skills with the confidence to engage with senior stakeholders.

• Advanced proficiency in Microsoft Office Suite, Google Workspace, and virtual collaboration tools.

• Experience preparing reports, presentations, meeting minutes, and executive correspondence.

• Ability to work under pressure, adapt quickly to changing priorities, and meet tight deadlines.

• Strong attention to detail and excellent organizational skills.

• Flexible to work beyond regular business hours when required.

Preferred Skills

• Executive calendar management

• Project coordination

• Stakeholder management

• Business administration

• Executive communication

• Travel and event coordination

• Report writing and presentation preparation

• Meeting coordination and minute taking

• Confidential document management

• Strategic planning support

• Problem solving and decision support

• Process improvement

• Multitasking and prioritization

• Microsoft Office Suite

• Google Workspace