Executiveãƒâ‚ã‚â assistantãƒâ‚ã‚â -ãƒâ‚ã‚â hospitality At Domeo Resources International (dri)

Reports to: Group Managing Director / Group CEO / Head of Real Estate

Direct Reports: Administrative Assistants, Project Support Staff and other personnel assigned to the Real Estate Office, where applicable

Main Function

The role supports the effective administration and coordination of the Group\'s hospitality businesses, including hotels, restaurants, lounges, bars, banquet and event facilities, catering operations and other hospitality-related businesses.

The Executive Assistant will coordinate information and communication between the Hospitality Executive, General Managers, Hotel Managers, Heads of Departments, Finance, HR, Sales & Marketing, Procurement, Engineering, Food & Beverage and other Group functions.

The role is responsible for maintaining accurate operational records, coordinating meetings and inspections, tracking Management directives, preparing reports and presentations, monitoring key operational activities and ensuring that outstanding actions across the hospitality businesses are followed through to completion.

The position requires strong organization, hospitality awareness, discretion, attention to detail and the ability to work effectively with senior management and multiple hospitality locations.

Role Responsibilities

Executive Support

• Provide comprehensive executive and administrative support to the Group Head of Hospitality.
• Manage the Executive\'s calendar, appointments, meetings and engagements.
• Coordinate daily schedules and ensure timely communication of commitments.
• Prepare meeting agendas, briefing notes, reports and presentations.
• Assist the Executive in preparing for operational and strategic meetings.
• Coordinate travel arrangements and itineraries where required.
• Manage correspondence and requests directed to the Hospitality Executive.
• Maintain an organised system for tracking executive assignments and deadlines.

Hospitality Portfolio Coordination

• Maintain an up-to-date record of all hospitality businesses within the Group.
• Maintain profiles of hotels, restaurants, lounges, bars, banquet facilities and other hospitality operations.
• Maintain information on room inventory, outlets, facilities and key operational activities where required.
• Track the operational status of hospitality properties and business units.
• Compile information from individual properties for Group-level reporting.
• Ensure hospitality portfolio information is accurate and regularly updated.
• Assist Management in monitoring the performance and development of hospitality businesses.

Hotel Operations Coordination

• Coordinate the collection of operational information from General Managers and Hotel Managers.
• Track hotel operational reports and key Management submissions.
• Follow up on outstanding operational issues and Management directives.
• Coordinate information between Group Hospitality Management and individual hotels.
• Monitor deadlines for reports, inspections, meetings and operational initiatives.
• Assist with coordination of hotel improvement and operational projects.
• Escalate significant operational issues to the Hospitality Executive.

Food & Beverage Coordination

• Support the Hospitality Executive in monitoring restaurants, bars, lounges, banqueting and other F&B operations.
• Coordinate collection of F&B performance reports from relevant managers.
• Track major F&B initiatives, promotions and operational projects.
• Assist in monitoring outlet openings, renovations and improvement activities.
• Coordinate meetings with F&B Managers, Restaurant Managers and other relevant personnel.
• Follow up on agreed actions arising from F&B meetings.
• Maintain relevant records and reports for Management review.

Guest Experience and Service Standards

• Support Management in monitoring guest experience initiatives across hospitality businesses.
• Coordinate information relating to guest feedback, complaints and service improvement initiatives.
• Track recurring guest service issues requiring Management attention.
• Maintain records of approved service improvement initiatives.
• Coordinate follow-up with relevant departments on unresolved guest experience matters.
• Assist in monitoring compliance with established hospitality standards.
• Escalate serious or recurring service concerns to the appropriate Executive.

Management Meetings and Coordination

• Coordinate meetings involving the Hospitality Executive and property management teams.
• Prepare meeting agendas and supporting documents.
• Schedule meetings with General Managers, Hotel Managers and Heads of Departments.
• Record or coordinate the preparation of meeting minutes.
• Maintain action trackers for all Hospitality Management meetings.
• Follow up with responsible personnel on agreed actions.
• Provide regular updates on outstanding matters.
• Ensure meeting records are properly maintained.
• Property Visits and Inspections
• Coordinate visits and inspections to hotels and other hospitality locations.
• Prepare schedules and itineraries for Management visits.
• Coordinate attendance of relevant property management personnel.
• Prepare relevant reports and documents for inspections.
• Record key observations and action points from visits.
• Follow up on issues identified during inspections.
• Maintain records of inspection reports and corrective actions.

Performance Reporting

• Collect and compile operational reports from hospitality subsidiaries.
• Prepare periodic reports for the Hospitality Executive.
• Track key operational performance indicators.
• Compile information on occupancy, room revenue, ADR, RevPAR, F&B revenue, event revenue and other approved hospitality metrics.
• Track departmental performance reports from individual properties.
• Assist in identifying significant changes or performance issues for Management attention.
• Prepare presentations and summaries for Management meetings.
• Ensure all information presented is accurate and properly supported.

Financial and Commercial Coordination

• Liaise with Finance on hospitality-related financial information as required.
• Assist in compiling budgets, expenditure reports and financial performance information.
• Track approved capital expenditure and major operational projects.
• Monitor information relating to revenue-generating initiatives.
• Assist in coordinating financial information required for hospitality investment proposals.
• Follow up on approved financial actions.
• Escalate significant financial or commercial issues to the appropriate authority.

Sales, Marketing and Business Development Support

• Support coordination between Hospitality Management and the Sales & Marketing function.
• Track major sales initiatives, corporate partnerships and hospitality promotions.
• Assist in coordinating business development meetings.
• Maintain records of important hospitality partnerships and commercial initiatives.
• Follow up on approved marketing and sales actions.
• Assist in preparing reports on business development activities.
• Support coordination of major events, conferences and corporate hospitality engagements.

Human Resources and Workforce Coordination

• Coordinate with HR on hospitality staffing and workforce-related matters as directed.
• Track approved recruitment, staffing and organizational initiatives.
• Maintain records of Management decisions relating to hospitality personnel.
• Assist in coordinating training programmes and management development initiatives.
• Follow up on approved HR actions affecting hospitality operations.
• Ensure relevant reports are provided to the Hospitality Executive.
• Maintain confidentiality of employee and management information.

Procurement and Operational Support

• Coordinate with Procurement and Stores on hospitality operational requirements where assigned.
• Track major procurement requests and approved operational projects.
• Follow up on critical supplies, equipment and operational requirements.
• Assist in monitoring procurement-related actions requiring Management attention.
• Coordinate information between hospitality properties and central procurement functions.
• Escalate critical supply or procurement issues affecting operations.

Projects and Hospitality Development

• Provide administrative support for new hotel, restaurant and hospitality development projects.
• Track project milestones and key deliverables.
• Coordinate information from architects, consultants, contractors and project teams.
• Maintain project schedules and action trackers.
• Assist with coordination of renovation, refurbishment and expansion projects.
• Follow up on project documentation and Management directives.
• Prepare project status reports for the Hospitality Executive.
• Escalate delays and significant project issues.

Correspondence and Communication

• Draft and format official correspondence for the Hospitality Executive.
• Manage incoming and outgoing correspondence requiring executive attention.
• Prepare letters, memos, notices and internal communications.
• Coordinate communication between Group Hospitality Management and individual properties.
• Ensure correspondence is properly referenced and filed.
• Maintain professional communication with internal and external stakeholders.
• Follow up on communications requiring action.

Documentation and Records Management

• Maintain organised physical and electronic records for the Hospitality Office.
• Maintain property reports, operational records, meeting minutes and action trackers.
• Maintain records of Management directives and approved initiatives.
• Ensure documents are properly classified and securely stored.
• Maintain appropriate version control of reports and documents.
• Retrieve information promptly when required.
• Protect confidential business and operational information.

Hospitality Standards and Compliance Coordination

• Assist in monitoring compliance with Group hospitality policies and standards.
• Track required licences, permits, inspections and certifications where applicable.
• Maintain a compliance deadline tracker for hospitality properties.
• Coordinate with relevant departments on outstanding compliance matters.
• Follow up on required inspections and renewals.
• Escalate significant compliance concerns to Management.
• Assist in ensuring that approved operational standards are consistently monitored.

Market Research and Business Intelligence

• Conduct research on hospitality trends as directed by Management.
• Monitor developments within the hotel, restaurant and broader hospitality market.
• Gather information on competitors, customer trends, hospitality concepts and new opportunities.
• Prepare summaries and briefing notes for Management.
• Support research for proposed hospitality investments and expansions.
• Maintain relevant market intelligence for Management use.

Stakeholder Management

• Coordinate communication with General Managers, Hotel Managers, F&B Managers and other hospitality leaders.
• Liaise with consultants, suppliers, contractors and service providers as directed.
• Assist in coordinating meetings with external stakeholders.
• Maintain professional relationships with key stakeholders.
• Ensure information is communicated accurately and promptly.
• Escalate sensitive or significant matters to the Hospitality Executive.

Follow-Up and Action Tracking

• Maintain a comprehensive Hospitality Management action tracker.
• Monitor deadlines arising from Management meetings, inspections and directives.
• Follow up with responsible personnel across hospitality properties.
• Identify overdue actions and escalate appropriately.
• Track completion of approved initiatives.
• Prepare regular outstanding-action reports.
• Ensure Management decisions are properly documented and followed through.

Confidentiality and Continuous Improvement

• Maintain strict confidentiality of operational, financial, commercial and executive information.
• Ensure sensitive documents are securely maintained.
• Protect information relating to guests, employees, Management and business partners.
• Identify opportunities to improve Hospitality Office processes.
• Develop effective systems for reporting, tracking and coordination.
• Recommend improvements to executive and hospitality administration.
• Perform other duties reasonably assigned by the Group Head of Hospitality or Management.

Qualifications and Requirements

Education

• Bachelor\'s Degree/HND in Hospitality Management, Hotel Management, Business Administration, Management, Tourism, Public Administration or a related discipline.
• A postgraduate qualification in Hospitality Management, Business Administration or a related field is an advantage.

Experience

• Minimum of 4 - 7 years of relevant professional experience.
• Experience in executive assistance, hospitality administration, hotel operations or corporate coordination.
• Experience supporting senior executives or management.
• Experience working across multiple hotel or hospitality locations is an advantage.
• Strong understanding of hotel operations and hospitality business functions.
• Experience within a Group or multi-business organization is desirable.

Skills

• Executive Office Management
• Hospitality Operations Coordination
• Hotel Administration
• Project Coordination
• Management Reporting
• Meeting & Calendar Management
• Guest Experience Awareness
• F&B Operations Awareness
• Sales & Marketing Coordination
• Property Inspection Coordination
• Document & Records Management
• Microsoft Office Suite
• Excel & Data Management
• Research & Report Writing
• Stakeholder Management
• Communication Skills
• Follow-Up & Coordination
• Time Management
• Attention to Detail
• Problem-Solving
• Commercial Awareness
• Professional Discretion
• Confidentiality