Operations Support Executive - Regional Office

About This Role

As the Operations Support Executive at the Regional Office, you provide administrative and coordination support to the Chief Operating Officer and Vice President – Operations. The role focuses on supporting operational communication, travel coordination, reporting preparation, tracker management, and general administrative activities for the regional office.

You ensure efficient coordination between the regional office and hotel teams, helping facilitate operational follow-ups, document preparation, deadline tracking, and logistics required for day-to-day business activities. The role also supports the consolidation of operational updates across hotel reviews, owner matters, audits, openings, and key operational meetings.

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