The Personal Assistant (PA) to the Managing Director (MD) provides high-level administrative, organisational, and operational support to ensure the smooth running of the MD’s responsibilities, the head office, and the wider group.

This role requires exceptional discretion, strong communication skills, and the ability to manage multiple priorities in a dynamic hospitality environment.

Reports to: Managing Director (MD)

Key Responsibilities :

1. Executive Support

• Manage the MD’s diary, daily schedule, and travel arrangements.
• Prepare correspondence, reports, presentations, and briefing documents.
• Act as the primary point of contact between the MD and internal/external stakeholders.
• Handle incoming communications and prioritise responses.
• Support with project coordination, including tracking progress and deadlines.

2. Head Office Management

• Ensure the effective and smooth running of the head office on a daily basis.
• Oversee office supplies, equipment, maintenance, and workspace organisation.
• Manage relationships with service providers (IT support, cleaners, maintenance contractors).
• Implement and update office procedures and administrative systems.
• Support onboarding processes and coordinate workspace setup for new staff.
• Assist with monitoring and maintaining accurate records of items kept in the head office, including inventory, assets, documents, and equipment.
• Ensure the head office environment reflects the professionalism and values of the group.

3. Operational & Administrative Duties

• Assist with administrative oversight across all properties.
• Coordinate meetings, take minutes, and ensure follow-up actions are completed.
• Maintain organised digital and physical filing systems.
• Support HR and recruitment tasks when required.
• Liaise with department heads to gather updates and ensure smooth operational communication.

4. Financial & Reporting Support

• Assist with expense tracking, invoicing, and budget monitoring.
• Prepare financial summaries or operational dashboards as requested.
• Collaborate with the finance team on monthly or quarterly reporting needs.

5. Business Support

• Support the MD with occasional tasks essential to maintaining efficiency.

Foster positive working relationships across a close-knit team environment.

Qualifications, Skills & Competencies :

• Minimum 3 years’ experience as a PA, EA, or administrative professional.
• Hospitality sector experience preferred but not essential.
• Diploma or degree in business administration, hospitality, or related field is an asset.
• Strong organisational and multitasking abilities.
• High level of discretion and confidentiality.
• Excellent written and verbal communication skills.
• Reliable, trustworthy, and proactive.
• Proficiency in MS Office and Google Workspace.
• Ability to work independently and show initiative.
• Professional, polished, and emotionally mature.
• Adaptable and able to perform well under pressure.
• Strong interpersonal skills and excellent team collaboration.
• Solutions-oriented with a positive outlook.
• Project management skills.
• Basic financial or bookkeeping knowledge.