Executive Assistant to the COO

Summary

Our heart, head and hands play a part in everything we do. By caring about the art of hospitality and perfecting every detail, we work together to uplift the lives of others. There is nothing quite like the satisfaction of providing an unrivalled service that is greatly admired.

This role serves as the primary support to the COO, playing a pivotal role in assisting the executive and senior management teams. The Assistant provides confidential, comprehensive, and effective support to the COO and is dedicated to equipping the team with the necessary resources to achieve their goals, travelling internationally when in –person support is needed.

This dynamic position demands an individual who can demonstrate the utmost professionalism, anticipating needs, thinking critically, and providing solutions whilst maintaining strict confidentiality.

The role necessitates sound judgment in diverse situations, backed by strong written and verbal communication, administrative, and organisational skills. Maintaining a realistic balance to deliver multiple priorities is crucial. The role requires the ability to work independently on projects, managing them from conception to completion. Moreover, the individual must handle a wide array of 
activities and confidential matters with discretion, in a fast paced, often pressurised environment.

Significant working relationships

Reporting to: Chief Operating Officer 

Supports: Members of the Executive Leadership Committee (ELT) and direct reports of the COO as required

Full role profile can be found below.

Duties and responsabilities 

• COO Executive Support. Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives. Manage senior executives’ travel logistics and activities, including accommodation, transportation, and meals. Carry out any ad hoc requests as directed by the COO
• Trusted Relationships. As a representative of the COO, develop robust business relationships with all internal and external stakeholders, building trust and rapport to support the COO in the effective discharge duties. This will include but is not limited to, other Executive Assistants and PA’s, both internal and external, owners’ representatives, business partners, COO direct reports, ELT members. The ability to manage these relationships 
  professionally in line with shifting priorities and degrees of urgency is imperative
• Communication. Effectively manage communication and flow of information, assuming the primary point of contact for internal and external stakeholders and always maintaining utmost levels of confidentiality and discretion. Draft and review correspondence, emails, memorandums, announcements, reports, and other documents on behalf of the COO
• Report writing. Lead and support as appropriate, the preparation of reports and presentations required by the COO, ensuring relevant data is collated in a timely manner and that documents are formatted appropriately for the 
  audience
• Meetings/Events: Facilitate meetings and/or events as required to include attendance at meetings, bookings, hospitality, accommodation, meeting schedules, preparation and issue of agendas and documents necessary, take and issue formal minutes and follow-up action points of departmental, cross functional, and senior / Board level project meetings. Coordinate all Operations Team meetings and retreats and assist with other required meetings and events as needed
• Budget Oversight. Assist in budget preparation and tracking for the COO's office. Monitor expenses, process invoices, and reconcile financial records
• Project Coordination. Assist in the planning and execution of special projects and initiatives. Monitor project progress and identify potential risks or delays, implementing corrective actions as necessary. Serve as a liaison 
  between the COO and project teams, conveying expectations and priorities
• Coordination between London and Malta HQ. Collaborate closely with the People team to foster, seamless communication between the London and Malta offices ensuring that all People initiatives are delivered across the 
  teams and appropriately in each location. Take a proactive role in organising People initiatives for the team, such as onboarding processes for new colleagues, performance review meetings and engagement activities supporting smooth integration and continued engagement with the respective teams and offices
• Other projects/duties as assigned for the overall benefit of the organisation

Confidentiality 

• Whilst working for the Company there will be access to a wide variety of confidential information concerning the company, guests, and employees
• It is vital that all such information remains confidential and must not be disclosed to anyone outside the Company, guests, or employees, unless otherwise stated. Please refer to the Employee Handbook for full policy details

Health and safety

Is aware of and complies with safe working practices as stipulated by Health and Safety Legislation and as applicable to the incumbent’s place of work. This will include awareness of any specific hazards at the workplace.

• Reports any defects in the building, plant, or equipment according to hotel procedure
• Ensures that any colleague, guest, or visitor accidents are reported immediately in accordance with correct procedures
• Attends statutory Fire, Health & Safety training and is fully conversant with and abides by all rules concerning:
  – Fire, Health, and Safety
  – Regulations, such as COHSS in the European Union, related to the control of substances hazardous to health
  – Risk Assessments for your department
  – Adheres to Fire & Bomb Procedures
  

Other information 

•  As business activity varies, there is a need for flexibility in attitude, approach and working hours
• The above description is not to be regarded as exhaustive. Other duties and responsibilities of a broadly comparable nature may be added on a temporary or permanent basis, as appropriate

Talent profile 

Experience

• Strong work tenure: work experience supporting C-Level Executives, 
  preferably in a hospitality or luxury brands industry
• Experience and interest in internal and external communications, partnership development, and luxury hospitality and travel
• Media web platforms and social media platforms

Skills & Knowledge

• Strong organizational skills, demonstrating the ability to perform and 
  prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with 
  stakeholders, including colleagues, board members, external partners, and 
  senior teams across diverse international environments and cultures
• Expert-level written and verbal communication skills, with the capacity to 
  effectively convey information to individuals from different cultural 
  backgrounds
• Demonstrated proactive approaches to problem-solving with strong decision-making capability in a global context
• Highly resourceful team-player, adaptable to various competing demands, and capable of working effectively both independently and within an international team setting
• Forward-looking thinker, actively seeking opportunities and proposing 
  culturally informed solutions to address global challenges

Education or Qualification

• Educated to GSCE level (or equivalent) in Maths and English

Requirements

• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), 
  Adobe Acrobat, and Social
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced international environment
• Proven ability to handle confidential information with discretion, maintaining cultural sensitivity
• Emotional maturity, essential for navigating diverse cultural nuances and 
  professional interactions

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