Executive Assistant to the Chief Operating Officer

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.

We are seeking a dynamic Executive Assistant to the Chief Operating Officer (COO) to join our team in London.

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.

Responsibilities:

• 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 organization.

Requirements:

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