Executive Secretary

Ovolo Group; Provinsi Bali; On-site; IDR 150,000,000 - 210,000,000; Full time

Job summary

Ovolo Group is seeking an Executive Secretary to provide high-level administrative and executive support to the General Manager in Bali. You will manage complex schedules, coordinate executive communications, and oversee QA across administrative processes and guest feedback channels.

You will uphold meticulous documentation standards, maintain confidentiality, and anticipate business needs to keep executive priorities on track.

Qualifications

• Proven experience as an Executive Secretary, EA, or PA to GM in hospitality.
• Experience in QA, brand standards, or guest feedback analysis.
• Outstanding organizational, time-management, and multi-tasking skills with high attention to detail.
• Strong written and verbal communication with professional interpersonal presence.
• High professionalism, integrity, and discretion with confidential information.
• Proficiency in Google Workspace / MS Office; familiarity with hotel PMS/operational software.
• Ability to manage executive calendars, travel itineraries, and coordinate EC meetings/reports.
• Proactive, solution-oriented mindset with strong problem-solving abilities.
• Coordination across all operational departments.
• Excellent English; additional languages a plus.
• Flexibility to adapt to dynamic hotel hours.

Responsibilities

• Manage complex executive schedules and communications.
• Organize high-level meetings and coordinate across departments.
• Oversee QA across administrative processes and guest feedback channels.
• Maintain confidentiality and anticipate business needs for leadership.

Skills

Executive support

Calendar management

Travel coordination

Communication skills

Discretion & confidentiality

QA familiarity

Google Workspace

MS Office

PMS familiarity

Executive calendar management

Multitasking

Tools

Google Workspace

Microsoft Office

Hotel PMS

Job description

About the Role

As an Executive Secretary, you will play a key role in providing high-level administrative, organizational, and executive support to the General Manager. You will act as a primary point of contact between senior leadership, department heads, corporate stakeholders, and VIP guests, ensuring daily executive operations run seamlessly, discreetly, and to the highest standards of hospitality.

This is a hands-on and dynamic position where you will manage complex schedules, coordinate executive communications, organize high-level meetings, and oversee quality assurance (QA) across administrative processes, operational standards, and guest feedback channels. You will help drive operational excellence, foster seamless inter-departmental collaboration, and maintain an organized environment that supports leadership in achieving key business goals.

You will be responsible for upholding meticulous quality standards across executive documentation and hotel operations, maintaining complete confidentiality, and proactively anticipating business needs to keep executive priorities on track.

About You

You are an articulate, highly organized, and detail-oriented professional who thrives in a fast-paced hotel environment. You possess exceptional time-management abilities, stay calm and composed under pressure, and maintain the utmost discretion and confidentiality at all times.

You have proven experience in executive support within hospitality and understand the importance of balancing strategic executive assistance, guest satisfaction, quality control, and brand excellence.

What You Bring

• Proven experience as an Executive Secretary, Executive Assistant, or PA to a General Manager within the hotel or hospitality industry.
• Experience in quality assurance (QA), brand standards compliance, or administrative guest experience tracking (e.g., quality audits, guest feedback analysis).
• Exceptional organizational, time-management, and multi-tasking skills with extreme attention to detail.
• Strong written and verbal communication skills with a professional interpersonal presence.
• High level of professionalism, integrity, and absolute discretion when handling confidential financial and operational information.
• Proficiency in Google Workspace / Microsoft Office Suite and familiarity with hotel PMS/operational software.
• Proven ability to manage executive calendars, organize travel itineraries, and coordinate Executive Committee meetings and reports.
• Strong problem-solving abilities with a proactive, solution-oriented mindset.
• Strong coordination skills across all operational departments.
• Excellent command of English, both written and spoken (additional languages are a plus).
• Flexibility to adapt to dynamic hotel operating hours when necessary.