Executive Assistant

Executive Assistant Position Summary

The Executive Assistant provides comprehensive, high-level administrative, coordination, and operational support to the General Manager and Hotel Manager. Acting as a trusted partner and central point of coordination, this role ensures the seamless flow of information, effective prioritization of executive activities, and professional representation of the hotel at the executive level.

Key Responsibilities

Executive & Strategic Support
• Provide confidential, proactive executive support including complex calendar management, scheduling, travel arrangements, and meeting coordination.
• Anticipate executive needs, manage priorities, and ensure timely follow-up on commitments and action items.

Communication, Translation & Interpretation
• Act as a key liaison between executive leadership, internal departments, ownership, brand partners, and external stakeholders.
• Screen, draft, translate, and manage correspondence, emails, and documents in Japanese and English.
• Provide consecutive interpretation support for meetings, calls, and engagements as required.
• Prepare agendas, presentations, reports, and briefing materials in line with luxury brand standards.
• Attend executive, committee, and departmental meetings; accurately record and distribute minutes and follow up on actions.

Operational, Administrative & HR-related Support
• Manage documentation, filing systems, records, and confidential materials with the highest level of accuracy and discretion.
• Support expense tracking, invoicing, budget monitoring, and internal approvals as required.
• Manage monthly attendance administration including attendance systems, timesheets, and related reporting.
• Coordinate VIP arrangements, executive-level events, owner meetings, audits, and brand-related activities.
• Support hotel initiatives and cross-departmental projects by tracking timelines, deliverables, and reports.
• Support CSR activities and other hotel-wide initiatives as required, contributing to community engagement and corporate responsibility efforts.

• Support Operational departments as required in peak volume period.

Brand & Service Excellence
• Represent the hotel and brand professionally in all interactions with guests, owners, and senior stakeholders.
• Ensure service delivery and administrative practices align with brand standards, policies, and procedures.

Working Conditions

• This position is based on-site.
• Weekend and public holiday work may be required depending on operational needs, events, and executive schedules.

Qualifications & Experience

• Native-level Japanese and advanced business-level English are required.
• Proven experience as an Executive Assistant, Executive Secretary, or in a senior administrative role.
• Strong written and verbal translation and interpretation capabilities preferred.
• Exceptional organizational, communication, and multitasking skills with strong attention to detail.
• Demonstrated professionalism, discretion, and ability to handle sensitive information.
• Experience in luxury hospitality or multinational environments preferred.
• Background in the Rooms division of an international hotel is an asset.