Secretary/Personal Assistant

Overview: Our client, a fast growing luxury hospitality investment firm is seeking a proactive and highly organized Secretary/PA to provide comprehensive administrative and operational support to senior management and the department. The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities in a fast-paced environment. Key Responsibilities 1. Calendar & Schedule Management • Proactively manage and coordinate senior management’s calendars to ensure optimal scheduling of meetings, appointments, and activities. • Prioritize and resolve scheduling conflicts efficiently. • Send timely reminders and ensure all relevant materials are prepared in advance of meetings. 2. Secretarial & Administrative Support • Provide high-quality administrative and secretarial support to senior management. • Prepare correspondence, reports, presentations, and meeting minutes. • Maintain proper documentation and filing systems (electronic and physical). 3. Office & Workspace Coordination • Act as the main point of contact for office workspace and environment matters. • Liaise with building management, facilities teams, and vendors to resolve office-related issues promptly. • Oversee office maintenance, seating arrangements, and workspace optimization. 4. Travel & Claims Administration • Coordinate end-to-end business travel arrangements, including flight bookings, accommodation, transportation, and itinerary preparation. • Handle Visa applications and ensure compliance with travel requirements. • Process and track expense claims in accordance with company policies. 5. Meeting & Event Coordination • Organize and coordinate internal and external meetings, including room bookings, logistics setup, and catering arrangements where necessary. • Prepare meeting materials and ensure proper follow-ups on action items. • Plan and execute department town halls, team-building activities, and corporate events. 6. Vendor & Office Supplies Management • Manage relationships with office vendors and service providers. • Oversee procurement of office supplies, stationery, and pantry items. • Monitor inventory levels and ensure cost-effective purchasing. 7. Ad-hoc & Operational Support • Provide administrative and operational support for department initiatives and projects. • Assist in onboarding arrangements for new joiners (workspace setup, system access coordination, etc.). • Perform any other ad-hoc duties as assigned by the senior management team. Requirements • Diploma or Degree in Business Administration or related field. • Minimum 5 years of relevant administrative or executive assistant experience. • Experience from hospitality industry is a plus. • Strong organizational and time management skills. • Excellent written and verbal communication skills. • Proficient in Microsoft Office applications. • Able to work independently with strong attention to detail and confidentiality.