Executive Administrative Coordinator, General Manager & Hotel Operations (Full-Time)

Fairmont Hotels & Resorts; Ottawa; On-site; CAD 60,000 - 65,000; Full time

Benefits offered by this job

50% Food & Beverage discount

Employee Accor worldwide discount

Learning programs through Accor academ

Planet 21 CSR involvement

Extended health benefits

Salary range $60,000-$65,000

Job summary

Fairmont Château Laurier in Ottawa seeks an Executive Administrative Coordinator to support the General Manager and Executive Committee with high-level admin and project work. The role covers executive communications, meetings, reporting, and cross-functional coordination in a luxury hotel environment.

The successful candidate will bring organizational excellence, discretion, and comfort with AI-powered productivity tools to drive efficient operations and guest-focused outcomes.

Qualifications

• Minimum 3–5 years of progressive administrative or operational support experience.
• Experience supporting senior leaders or executives preferred in luxury hospitality.
• Experience coordinating projects and multiple stakeholders in fast-paced environments.

Responsibilities

• Provide confidential and professional administrative support to the General Manager.
• Manage calendars, travel, meetings, and executive correspondence.
• Coordinate Executive Committee meetings and prepare reports and summaries.
• Support Engineering and operational reporting; maintain records and documentation.
• Use AI-enabled tools and hotel systems to improve workflows and reporting.

Skills

Executive support

Calendar management

Travel arrangements

Cross-functional collaboration

Confidentiality

Education

Diploma or Degree in Business Administration / Hospitality Management / Office Administration

Tools

ALICE

HotSOS

Transcendent

CMMS

Microsoft 365 / Copilot

Job description

Company Description

Located in the heart of Canada's capital next door to the Parliament Buildings, the landmark Fairmont Chateau Laurier hotel in Ottawa is looking to fill a role of Executive Administrative Coordinator, General Manager & Hotel Operations (Full-Time).

Company Description

Located in the heart of Canada's capital next door to the Parliament Buildings, the landmark Fairmont Chateau Laurier hotel in Ottawa is looking to fill a role of Executive Administrative Coordinator, General Manager & Hotel Operations (Full-Time).

What is in it for you:

• Wonderful company culture - our colleagues are at the heart of all that we do
• Food & Beverage discount of 50% in our restaurants
• Employee benefit card offering discounted rates in Accor worldwide for you and your family
• Learning programs through our academies designed to sharpen your skills
• Ability to make a difference through our Corporate Social Responsibility activities, like Planet 21
• Comprehensive extended health benefits package
• Salary range: $60,000-$65,000

Job Description

Position Summary

The Executive Administrative Coordinator is a trusted partner to the General Manager and Executive Committee, providing high-level administrative, operational, and project support across the hotel. This highly visible role serves as the central coordination point for executive communications, strategic initiatives, guest relations follow-up, leadership meetings, reporting, and cross-functional projects.

The position is responsible for ensuring the efficient operation of the Executive Office while supporting key operational initiatives across the hotel. In addition, the role provides administrative support to the Engineering Department through maintenance system administration, project coordination, compliance documentation, and operational reporting.

The successful candidate combines exceptional organizational abilities, business acumen, professionalism, and discretion with strong technology skills. They are comfortable leveraging AI-powered tools and modern hospitality systems to enhance productivity, improve reporting, and support data-driven decision-making.

Key Responsibilities

Executive Office Administration

• Provide confidential and professional administrative support to the General Manager.
• Manage complex calendars, meeting schedules, travel arrangements, and executive correspondence.
• Coordinate Executive Committee meetings, agendas, minutes, action plans, and follow-up.
• Prepare presentations, briefing materials, reports, ownership communications, and executive summaries.
• Maintain executive records, business documentation, and confidential files.
• Coordinate strategic initiatives and special projects on behalf of the General Manager.
• Support annual planning sessions, business reviews, and budget preparation activities.
• Act as a liaison between the Executive Office and operational departments to ensure alignment and follow-through on key initiatives.

Executive Committee & Leadership Support

• Provide administrative support to Executive Committee members as required.
• Coordinate leadership meetings, off-site planning sessions, and executive events.
• Support hotel-wide initiatives requiring cross-functional collaboration.
• Assist with colleague engagement activities, leadership forums, recognition programs, and town hall meetings.
• Facilitate communication between departments to ensure timely execution of leadership priorities.

Guest Experience & Executive Response Management

• Support guest satisfaction initiatives through timely follow-up and issue resolution coordination.
• Draft professional guest correspondence on behalf of the General Manager and Executive Committee members.
• Track and monitor escalated guest concerns, ensuring timely responses and resolution.
• Assist with service recovery initiatives and the documentation of guest feedback trends.
• Coordinate VIP guest communications, daily cards and special requests as required.

Engineering & Operational Administration

• Serve as administrator for maintenance management and work-order tracking systems including ALICE, HotSOS, Transcendent, CMMS, or similar platforms.
• Monitor, assign, track, and close maintenance work orders and service requests.
• Generate operational reports and engineering performance dashboards.
• Support preventive maintenance tracking and departmental documentation.
• Coordinate contractor access, service records, vendor documentation, purchase orders, and invoices.
• Maintain permits, inspections, certifications, and life-safety documentation.
• Provide administrative support for capital projects and engineering initiatives.
• Serve as a liaison between Engineering and operational departments regarding maintenance-related matters.

Technology, Reporting & Process Improvement

• Utilize Microsoft Copilot and AI-powered tools to enhance productivity, reporting, meeting summaries, and administrative workflows.
• Develop reports, presentations, dashboards, and analytics for hotel leadership.
• Support data-driven decision-making through trend analysis and operational reporting.
• Identify opportunities to streamline processes through automation and technology.
• Maintain expertise in hotel operating systems and productivity technologies.

Qualifications

Education

• Diploma or Degree in Business Administration, Hospitality Management, Office Administration, or a related field preferred.
• Additional training in project management, executive administration, or business operations is considered an asset.

Experience

• Minimum 3-5 years of progressive administrative or operational support experience.
• Previous experience supporting senior leaders or executives strongly preferred.
• Experience within a luxury hospitality environment is considered an asset.
• Experience coordinating projects and multiple stakeholders in a fast-paced environment.
• Experience utilizing hotel management systems, guest experience platforms, or operational reporting tools preferred.

Leadership Competencies

• Exceptional organizational and time-management skills.
• Strong attention to detail and commitment to excellence.
• Professional maturity, discretion, and sound judgment.
• Ability to build relationships and influence across all levels of the organization.
• Proactive approach to problem solving and continuous improvement.
• Strong customer service orientation and commitment to delivering exceptional experiences.

Business & Technical Skills

• Advanced proficiency with Microsoft 365 including Word, Excel, PowerPoint, Outlook, Teams, SharePoint, and Microsoft Copilot.
• Strong written and verbal communication skills.
• Excellent presentation development and reporting capabilities.
• Ability to analyze information and translate data into actionable insights.
• Knowledge of hotel operational systems and hospitality technology platforms.
• Strong project coordination and administrative management skills.
• Familiarity with AI-enabled productivity tools and workflow automation.

Assets

• Experience with maintenance management systems including ALICE, HotSOS, CMMS, Transcendent, or equivalent platforms.
• Technical knowledge of building systems, facilities management, engineering operations, or preventive maintenance programs.
• Experience supporting capital projects or compliance administration.
• Working knowledge of French.
• Experience within Fairmont, Accor, or another luxury hospitality environment.

Other Requirements

• Ability to maintain strict confidentiality and professionalism.
• Flexibility to support business priorities, special events, and occasional after-hours activities.
• Demonstrated ability to thrive in a dynamic luxury hospitality environment.
• Passion for service excellence, colleague engagement, and operational effectiveness.

Additional Information

Fairmont Château Laurier is proud to provide employment accommodation during the recruitment process. Should you require any accommodations, please notify us.

Our commitment to Diversity & Inclusion:

We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.

Why work for Accor?

We are far more than a worldwide leader. We welcome you as you are and you can find a job and brand that matches your personality. We support you to grow and learn every day, making sure that work brings purpose to your life, so that during your journey with us, you can continue to explore Accor’s limitless possibilities.

By joining Accor, every chapter of your story is yours to write and together we can imagine tomorrow's hospitality. Discover the life that awaits you at Accor, visit https://careers.accor.com/

#BELIMITLESS

Do what you love, care for the world, dare to challenge the status quo!

AI disclosure:

We use artificial intelligence to help screen and assess applications for this position. These tools assist our hiring team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.