Executive Assistant

Imperial London Hotels; London; On-site; GBP 43,000; Full time

Job summary

A prestigious hospitality brand in London is seeking an Executive Assistant to support the COO. This position involves managing diaries, coordinating meetings, and ensuring smooth office operations. The ideal candidate will have strong communication skills, a positive demeanor, and experience in varied administration roles. This opportunity comes with competitive benefits, including 28 days holiday and discounts across hotels and restaurants.

Benefits

28 Days Holiday pro-rata increasing with length of service

Free meals on duty

Workplace pension scheme

50% discount to friends and family on hotel stays

Employee Assistance Programme

Qualifications

• Demonstrable experience working in a busy and varied administration role.
• Pro-active self-starter, able to work independently.
• Able to work under pressure.

Responsibilities

• Diary and inbox management; ensuring the COO is well prepared for meetings.
• Organising and attending monthly Executive & Hotel Manager meetings.
• Providing administrative support for COO meetings and follow up on actions.

Skills

Positive, warm, and engaging personality

Strong communication skills

Exceptional attention to detail

Good IT skills, including using MS Suite

Highly organized and experienced in multitasking

Tools

MS Suite (Teams, Word, Excel, Outlook)

Job description

Executive Assistant to Group Operations Officer

Imperial London Hotels

Permanent, Full Time 40 hours a week (5 out 7 days)

£43,000.00 + Benefits

About Imperial London Hotels

Imperial London Family of Hotels may not be the most immediately recognisable hotel brand, and yet it has a celebrated history as the owner of numerous hotels in Bloomsbury, London, for over 185 years. Throughout this time, it has remained an independent and private business, and is currently under the Directorship of the 7th generation of the same family. Imperial London Hotels own and operate seven 3 & 4-star hotels near Russell Square underground station, including the UK’s largest hotel, The Royal National Hotel (over 1,600 rooms). These are exciting times for Imperial London as it seeks to evolve and modernise all areas of the business whilst keeping its unique heritage and culture at its heart. The flagship Imperial Hotel is undergoing a major refurbishment and will open in early 2026 as a 4* Deluxe Hotel and a new jewel in the crown of London’s hospitality offering. In May 2023, Imperial London unveiled a confident and contemporary new brand identity, laying the foundation for future business growth and success.

About the Role

We are now recruiting for an Executive Assistant to our Chief Operations Officer to join our friendly People and Culture team, to provide flexible, day-to-day support for the COO and senior team and to ensure the smooth running of the office. Joining Imperial London Hotels offers an exciting opportunity to contribute to the success of a prestigious family hospitality brand. As the Executive assistant, you will play a crucial role in ensuring the smooth functioning of our brand-new Central Office. This position requires meticulous attention to detail, strong communication skills, and the ability to prioritise tasks effectively.

You will be involved in:

• Diary and inbox management; ensuring the COO is always on top of their inbox and well prepared for meetings
• Organising and attending monthly Executive & Hotel Manager meetings: planning and scheduling monthly / quarterly meetings, minute taking, booking venues / meeting rooms, organising refreshments as and when required
• Managing daily emails, prioritizing them.
• To provide administrative support, coordinate, attend and take minutes for the COO meetings and any other relevant meetings as and when required.
• To produce reports for the COO as and when required, to follow up on action points from meetings on behalf of the COO
• To provide administrative services to hotels such as responding to queries, issuing memos, and following up on COO requests
• To Work on highly confidential basis by maintaining the importance and the privacy of the COO office.
• Acting as the key point of contact for Hotel Manager for all general enquiries
• Facilities management; ensuring the smooth day-to-day running of the office, acting as the main point of contact for the building management team
• People team support; communication with new starters reporting to COO, coordinating an induction plan
• Procurement all of office supplies
• Managing Royal Mail Post
• Arranging events, sourcing venues, booking hospitality and any other ad hoc duties related to these events

What we’d like from you

• Demonstrable experience working in a busy and varied administration role
• Positive, warm, and engaging personality, you are the first point of contact for our clients
• Pro-active self-starter, able to work independently
• Highly organised and experienced in multitasking
• Exceptional attention to detail
• Strong communication skills
• Excellent interpersonal skills and ability to build & maintain relationships
• Able to work under pressure
• Good IT skills, including using MS Suite (Teams, Word, Excel, Outlook etc)

What you will get in return

• 28 Days Holiday pro-rata increasing with length of service up to 33 days
• Free meals on duty
• Uniform & dry-cleaning
• Workplace pension scheme
• £300 Refer a Friend Scheme
• Employee recognition
• Employee awards
• Social events
• Interest-free Season Ticket Loan / Travelcard Loan
• 50% discount to friends and family in our hotels on hotel rooms & 20% discount in our restaurants (subject to availability)
• Local discounts at Gym, Dry Cleaners, Bowling and Restaurant outlets
• Early Pay - Instantly access a portion of the pay you’ve already earned
• Shopping discounts across several high-street brands and online retailers (via Each Person)
• Nursery Scheme via Each Person (subject to eligibility)
• Mental health first aiders support & well-being
• Employee Assistance Programme- Supported by Hospitality Action

You can explore additional benefits here:

About Us:

With a 185-year legacy, our company combines the stability of a long-standing 7th generation family business with the innovation of a startup. We have big plans for growth, and we need someone who shares our excitement for the future, whilst upholding our core values of positivity, care, collaboration, growth, and pride.

We are part of the Imperial London Family of Hotels, a family-run company with over 185 years of history. We’re rewriting the traditional hospitality mindset, paving the way for a fresh approach at our 8 hotels and 9 restaurants in Bloomsbury. Our purpose is to provide authentic London experiences and memorable stays to all our guests, and we believe that starts with the right team.