Operations Support Executive - Regional Office

Overview

Key Role Responsibilities

• Provide administrative support to the COO and VP – Operations including calendar coordination, document preparation, meeting scheduling, and correspondence.
• Coordinate operational communication, updates, follow-ups, and action items between the regional office, hotel General Managers, owners, and relevant stakeholders, ensuring timely execution and proper documentation where required.
• Support the preparation and formatting of operational reports, presentations, meeting materials, minutes, owner meeting documents, business review packs, and operational summaries.
• Maintain organized documentation and records related to operational communications, approvals, action logs, and follow-up records.
• Consolidate updates related to hotel reviews, owner matters, audits, openings, and operational meetings for leadership review.
• Maintain and regularly update operational trackers, action logs, and follow-up records, ensuring information is accurate, current, and properly organized.
• Monitor deadlines and proactively follow up with hotels and internal departments to obtain pending inputs, updates, and required documentation on time.
• Track outstanding actions and ensure timely closure of operational follow-ups across properties and functions.
• Escalate overdue items, delays, or missing inputs to the COO and VP – Operations where required.
• Manage travel arrangements for corporate executives, including flights, accommodation, and transportation.
• Coordinate travel schedules for hotel visits, operational meetings, and regional reviews.
• Track travel plans, visit outcomes, and post-visit follow-up actions.
• Maintain travel documentation, itineraries, and expense tracking where required.
• Support communication between the regional office and hotel teams regarding operational updates, requests, and follow-up requirements.
• Assist in drafting and distributing internal operational communications when required.
• Coordinate the flow of information between hotels and the regional office to ensure timely follow-up on operational matters.
• Follow up with relevant stakeholders to ensure updates and requested inputs are submitted within agreed timelines.
• Assist in gathering operational data and preparing reports required by the COO and VP – Operations.
• Track operational updates, action items, deadlines, and follow-ups from meetings, audits, hotel reviews, and property visits.
• Support the consolidation and preparation of operational summaries and supporting documents for leadership discussions and reviews.
• Maintain organized records of operational documentation and internal communications.
• Support operations teams with basic administrative tasks related to systems access requests, documentation, and coordination.
• Assist with maintaining records related to operational processes and reporting requirements.
• Provide general coordination support to help ensure continuity and efficiency across day-to-day operational administration.

Candidate Requirements

• 2–4 years of experience in operations coordination, executive support, or administrative support
• Previous experience supporting senior leaders such as COO, VP, Director, or General Manager
• Background in hospitality, hotels, or multi-property operations is strongly preferred
• Strong ability to manage trackers, action logs, deadlines, and follow-ups
• Confident preparing reports, presentations, meeting packs, and minutes
• Experience coordinating travel, hotel visits, meetings, and logistics
• Strong written and verbal English communication
• Highly organized, detail-oriented, and able to follow up firmly and professionally
• Good working knowledge of Excel, PowerPoint, Word, and Outlook
• Able to handle confidential information and work in a fast-paced regional office environment