Executive Assistant - Project Manager

Criterion Hospitality Ltd; Greater London; On-site; GBP 40,000 - 62,000; Full time

Job summary

Criterion Hospitality Ltd in London is seeking a confident, proactive and highly organised Executive Assistant to support a senior team across hotel openings, construction and design projects.

You will own tasks, chase updates and drive actions through to completion, coordinating multiple stakeholders to keep projects moving forwards.

The role requires someone who can manage diaries, travel, meetings and document control, while handling confidential information with discretion.

Qualifications

• Experience in project coordination, PA, EA or senior administrative support.
• Experience in hospitality, hotel openings, property development, construction or design is desirable.
• Excellent organisation, prioritisation and time-management skills.

Responsibilities

• Coordinate projects from initial design/planning through construction, hotel opening and handover.
• Maintain project plans, schedules, action logs and milestone trackers.
• Proactively follow up with architects/designers/contractors to ensure deadlines are met.
• Identify delays or issues and escalate appropriately with practical solutions.
• Coordinate site and project meetings, agendas, minutes and follow-up actions.
• Support pre-opening activities, operational readiness and handover plans.
• Maintain accurate project documentation including drawings, specs, approvals, contracts.

Skills

Project coordination

PA/EA experience

Stakeholder management

Organisational & time management

Tools

Microsoft Office

Google Workspace

Project management systems

Job description

We are looking for a confident, proactive and highly organised EA to support a senior team across hotel openings, construction and design projects.

This role requires someone who takes ownership, anticipates what needs to happen next and confidently drives actions through to completion. You will be comfortable chasing updates, challenging delays and coordinating multiple stakeholders to keep projects moving forwards.

Key Responsibilities

• Coordinate projects from initial design and planning through construction, hotel opening and final handover.
• Maintain project plans, schedules, action logs and milestone trackers.
• Proactively follow up with architects, designers, contractors, consultants and suppliers to ensure deadlines are met.
• Identify potential delays or issues, escalated them appropriately and help find practical solutions.
• Coordinate site and project meetings, including agendas, minutes and follow-up actions.
• Support hotel pre-opening activities, operational readiness and handover plans.
• Maintain accurate project documentation, including drawings, specifications, approvals, contracts and reports.
• Assist with procurement, purchase orders, invoices and FF&E and OS&E trackers.
• Prepare clear progress reports, presentations and briefing documents for senior stakeholders.
• Manage diaries, travel, site visits and meetings for the senior team.
• Act as a central point of contact, ensuring communication flows effectively between all parties.
• Handle confidential and commercially sensitive information professionally.

What We’re Looking For

• A confident communicator who can build strong relationships at all levels
• A proactive self-starter who takes responsibility and gets things done
• Comfortable following up firmly, challenging where necessary and holding others accountable
• Able to work independently, use initiative and make sound decisions within the scope of the role
• Experience in project coordination, PA, EA or senior administrative support
• Experience in hospitality, hotel openings, property development, construction or design is highly desirable
• Excellent organisation, prioritisation and time-management skills
• Ability to manage several projects, deadlines and stakeholders at once
• Strong attention to detail and a practical, solutions-focused approach
• Confident using Microsoft Office and/or Google Workspace
• Experience with project management and document-control systems would be an advantage

This is an excellent opportunity for someone who enjoys taking ownership, creating structure and driving progress in a busy project environment. The successful candidate will be confident working with senior stakeholders, creative teams, consultants and contractors, and will play an important role in delivering hotel developments and openings.