Executive Administrator

Join a hotel that is a member of the Accor network, whose group brings together more than 45 brands, 5,500 hotels, 10,000 restaurants and lifestyle destinations. Here, we believe in you and what you bring to the table. There are many opportunities for development and advancement. Every gesture, every smile, every action, contributes to creating a positive and memorable impact for our customers, our colleagues and also for our planet. Together, we embody the vision of responsible hospitality.

Take the opportunity to become a Heartist®, and let your heart guide you in this world where life beats faster.

Job Description

The Executive Administrator provides comprehensive administrative support to the General Manager while coordinating key administrative functions for the Food & Beverage and Kitchen departments. The role also oversees the property's online reputation by monitoring and responding to guest reviews across social media and review platforms, ensuring timely escalation of guest concerns and supporting the hotel's brand image. This position requires exceptional organizational skills, discretion, communication abilities, and a proactive approach to problem-solving.

DUTIES & RESPONSIBILITIES

Executive Office Administration

• Provide full administrative support to the General Manager, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Prepare reports, presentations, meeting agendas, minutes, and other executive documents. 
• Maintain confidential records, files, contracts, and executive documentation.
• Coordinate follow-up actions from Executive Committee meetings.
• Assist in preparing monthly business reviews and management reports.
• Liaise with department heads to ensure timely completion of assigned action items.

Food & Beverage & Kitchen Administration

• Provide administrative support to the Food & Beverage and Kitchen leadership teams.
• Prepare departmental attendance sheets, reports, letters, purchase requests, and internal communications.
• Maintain menus, recipes, SOPs, and operational documentation.
• Coordinate supplier documentation and filing.
• Monitor and update departmental records, including training records, licenses, and certifications.
• Assist with scheduling meetings and coordinating departmental projects.
• Support inventory documentation and administrative requirements as directed by the F&B leadership.

Social Media Management

• Monitor all online guest review platforms, including:

• TripAdvisor
• Google Reviews
• Booking.com
• Expedia
• Agoda
• Other Social media channels

• Draft professional and personalized responses to guest reviews in accordance with brand standards.
• Respond promptly to guest feedback.
• Escalate negative reviews, complaints, or high-risk issues immediately to the General Manager and relevant Department Heads.
• Coordinate with operational departments to investigate guest concerns before responses are published where required.
• Track guest feedback trends and prepare regular reputation performance reports.
• Identify recurring guest issues and recommend improvement opportunities.
• Ensure response timelines meet brand and company standards.

Communication & Coordination

• Coordinate communication between the Executive Office and operational departments.
• Ensure action plans arising from guest feedback are communicated to relevant departments.
• Maintain effective working relationships with all stakeholders.
• Assist with internal announcements and executive communications.

Administration & Compliance

• Maintain organized electronic and physical filing systems.
• Ensure confidentiality of sensitive company information.
• Support compliance with company policies and data protection requirements.
• Assist during audits and inspections by providing required documentation.
• Perform other duties as assigned by the General Manager and Director of Culinary.

Qualifications

• Bachelor's Degree in Business Administration, Hospitality Management, Office Administration, or a related field.
• Minimum 2 years' experience in hospitality administration, executive office support, or hotel operations.
• Previous experience supporting senior executives or General Managers is preferred.
• Experience in Food & Beverage administration is an advantage.
• Familiarity with online reputation management platforms is highly desirable.

Additional Information

At Gamra by Mantis, we create meaningful experiences inspired by nature, culture, and adventure. As part of the Accor family, we seek Heartists who are passionate about hospitality, committed to excellence, and dedicated to creating memorable guest journeys through genuine care and personalized service.