Executive Assistant

Job Summary The Executive Assistant to the Group F&B Manager provides administrative, operational, and coordination support to ensure the smooth running of the Food & Beverage department. The role is responsible for managing schedules, preparing reports, coordinating with internal departments, handling documentation, and supporting daily F&B operations while maintaining confidentiality and professionalism. Key Responsibilities Administrative Support • Manage the F&B Manager's calendar, meetings, and appointments. • Prepare correspondence, presentations, reports, and meeting minutes. • Maintain organized records, files, and departmental documentation. • Handle incoming communications and direct inquiries appropriately. Operational Coordination • Coordinate with restaurant, banquet, kitchen, procurement, finance, and HR teams. • Monitor department action plans and follow up on pending tasks. • Assist in preparing operational reports, audits, and performance summaries. • Support outlet openings, events, promotions, and special projects. Reporting & Analysis • Prepare daily, weekly, and monthly F&B reports. • Maintain records of revenue, payroll, attendance, inventories, and expenses. • Assist in budget preparation and cost-control tracking. • Generate reports and presentations for management meetings. Procurement & Inventory Support • Coordinate purchase requests and vendor communications. • Track approval status of procurement requests. • Maintain records of contracts, quotations, and supplier information. • Assist in monitoring inventory and stock levels. Meetings & Communication • Schedule departmental meetings and prepare agendas. • Take meeting minutes and distribute action points. • Follow up with department heads on pending tasks and deadlines. • Support communication between F&B management and other departments. Compliance & Documentation • Ensure departmental records are up to date and properly maintained. • Support compliance with company policies and operational procedures. • Assist during audits and inspections by preparing required documentation. Qualifications & Experience • Diploma or Bachelor's Degree in Business Administration, Hospitality Management, or a related field. • Minimum 2-4 years of experience in an administrative or coordinator role, preferably within hospitality or F&B operations. • Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook). • Experience preparing reports, presentations, and operational documentation. • Excellent organizational and multitasking skills. Skills & Competencies • Strong administrative and coordination skills • Excellent written and verbal communication • High attention to detail and accuracy • Time management and prioritization • Professionalism and confidentiality • Advanced Microsoft Excel and reporting skills • Ability to work under pressure and meet deadlines Preferred Experience • Previous experience in hotels, golf clubs, resorts, or hospitality organizations. • Familiarity with POS systems, inventory management systems, and ERP platforms. • Experience supporting senior management or department heads. Show more Show less

Diploma or Bachelor's Degree in Business Administration, Hospitality Management, or a related field. Minimum 2-4 years of experience in an administrative or coordinator role, preferably within hospitality or F&B operations. Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook). Experience preparing reports, presentations, and operational documentation. Excellent organizational and multitasking skills.

Administrative Support: Manage the F&B Manager's calendar, meetings, and appointments; Prepare correspondence, presentations, reports, and meeting minutes; Maintain organized records, files, and departmental documentation; Handle incoming communications and direct inquiries appropriately. Operational Coordination: Coordinate with restaurant, banquet, kitchen, procurement, finance, and HR teams; Monitor department action plans and follow up on pending tasks; Assist in preparing operational reports, audits, and performance summaries; Support outlet openings, events, promotions, and special projects. Reporting & Analysis: Prepare daily, weekly, and monthly F&B reports; Maintain records of revenue, payroll, attendance, inventories, and expenses; Assist in budget preparation and cost-control tracking; Generate reports and presentations for management meetings. Procurement & Inventory Support: Coordinate purchase requests and vendor communications; Track approval status of procurement requests; Maintain records of contracts, quotations, and supplier information; Assist in monitoring inventory and stock levels. Meetings & Communication: Schedule departmental meetings and prepare agendas; Take meeting minutes and distribute action points; Follow up with department heads on pending tasks and deadlines; Support communication between F&B management and other departments. Compliance & Documentation: Ensure departmental records are up to date and properly maintained; Support compliance with company policies and operational procedures; Assist during audits and inspections by preparing required documentation.