Executive Secretary, Operations

Capella Hotels and Resorts; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A luxury hotel group in Singapore is seeking an Executive Secretary for its Operations team. The role involves managing travel logistics, coordinating expenses, and administrative support for senior leaders. Candidates should have a diploma or bachelor's degree in Hospitality or Business Management and possess excellent communication and organizational skills. A minimum of 3-5 years in a similar luxury hotel environment is required, and existing local work authorization is mandatory.

Qualifications

• Minimum 3-5 years in a similar role at luxury hotel/resort.
• Operational experience at a supervisory level across functions is advantageous.
• Existing local work authorization required, no visa sponsorship available.

Responsibilities

• Manage travel logistics, including visas, flight quotes, and bookings.
• Coordinate logistics with receiving properties and prepare itineraries.
• Upload, reconcile, and track expenses and invoices for the Operations team.
• Organize internal and external meetings and prepare necessary materials.
• Maintain confidentiality and uphold policies and safety standards.

Skills

Strong communication skills

Attention to detail

Customer service skills

Organizational skills

Ability to manage priorities

Education

Diploma/Bachelor’s degree in Hospitality Management/Business Management

Tools

Microsoft Office Suite

Job description

POSITION SUMMARY

The Executive Secretary, Operations, based in the Corporate Office, plays a pivotal role in supporting the SVP Operations and the broader Operations Team through comprehensive administrative, coordination, and organizational responsibilities. Serving as the primary point of contact for the Operations function, the role acts as a key liaison between Corporate Office disciplines, hotel properties, and external business partners. The incumbent ensures seamless execution of operational initiatives by managing travel logistics, expenses, meetings, events, and various team-wide processes.

This position requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities while championing operational projects and supporting senior leaders across the Capella Hotel Group Corporate Operations Team.

THE ROLE

Travel Coordination

• Arrange visas, obtain flight quotes, secure approvals, and book tickets, accommodation, and transport for Operations team travel.
• Coordinate logistics with receiving properties and prepare detailed itineraries.
• Manage post-trip processes, including re-entry permits, documentation of follow‑up actions, and insurance claims.

Expense Management

• Manage Corporate Operations and Travel budgets, including monthly forecast updates.
• Upload, reconcile, and track all team expenses and invoices.
• Prepare monthly UOB expense reports for VP F&B and SVP Operations.

Calendar & Team Coordination

• Support the SVP Operations by managing the calendar, prioritizing appointments, and overseeing daily departmental administration.
• Maintain strong inter-departmental relationships to ensure smooth communication and collaboration.

Meetings & Events Administration

• Organize internal and external meetings (e.g., GM Meeting, Risk Committee), including scheduling, agenda preparation, content collation, and minutes.
• Create or consolidate presentation materials aligned to brand standards.
• Support or coordinate events and team engagement activities (e.g., Operations Conference, townhalls, gatherings).

Administrative Support

• Maintain distribution lists, Orientation Decks, business card orders, and departmental documentation.
• Draft official letters, announcements, and correspondence.
• Manage mail, courier requests, and reception coverage when needed.
• Produce documents, reports, and presentations using advanced MS Office skills.
• Proofread and edit written materials for accuracy.
• Oversee new‑hire onboarding (including IT setup).
• Maintain confidentiality, uphold policies and safety standards, and ensure a clean, professional workspace.
• Report issues promptly and uphold a polished senior-management image.
• Protect guest and team member privacy.
• Perform ad‑hoc duties as assigned.

Projects

• Support Operations-related projects (e.g., Capella Programming, GHA performance, Wellness, ESG, GM KPIs, Strategic Planning, Brand Standards, Red Book).
• Assist with Culturist tasks (brand standards, pre‑arrival engagement, training, guest preferences).
• Conduct monthly financial analysis of property performance.
• Develop training or communication materials and conduct small‑scale sessions.
• Identify service lapses, support problem resolution, and contribute to improvement initiatives.
• Review service processes and evaluate operational efficiency.

TALENT PROFILE

• Diploma/ Bachelor’s degree in Hospitality Management / Business Management
• Minimum 3-5 years in a similar role at luxury hotel / resort
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proficient in Microsoft Office Suite, specifically in PPT, or related software
• Excellent organizational skills and attention to detail
• Operational experience at a supervisory level across functions within hotel is of advantage
• Ability to work independently and on flexible schedule, if required
• Existing local work authorisation required, no visa sponsorship available

Kindly note that only shortlisted candidates will be contacted.