Job Description

Executive Assistant / Duty ManagerOverview

We are seeking a

versatile and proactive Executive Assistant / Duty Manager

to support our hospitality business's daily operations and executive office. In this hybrid role, you will split your time between office-based executive administrative duties and on-site management of our hotel and other business properties. You will work closely with senior management to keep operations running smoothly, ensuring high standards of service and efficiency across the board. This is a full-time, hands-on position ideal for a highly organized individual who can multitask and adapt in a dynamic environment.

Key Responsibilities

Executive Support (Office-Based):

Administrative Assistance:

Provide high-level administrative support to the company's leadership, including managing calendars, scheduling meetings, handling correspondence, and organizing travel arrangements.

Office Management:

Oversee basic office administration tasks such as maintaining records, preparing reports/presentations, and ensuring the office is well-stocked and operational.

Communication Liaison:

Act as a point of contact between the executive team and staff, conveying information and instructions to various departments and external partners as needed.

Project Coordination:

Assist in planning and executing special projects or events, ensuring deadlines are met and details are handled efficiently.

Duty Management (On-Site Operations):

Staff Coordination:

Oversee and liaise with agency and in-house staff (e.g. cleaners, laundry services, maintenance crews) to ensure timely, quality service delivery across all properties.

Booking & Guest Oversight:

Monitor guest bookings and occupancy levels to ensure adequate staffing and resources. Coordinate with teams to prepare rooms and amenities, maintaining excellent guest service standards.

Quality Assurance:

Conduct regular inspections of properties (hotel rooms, common areas, facilities) to uphold cleanliness, maintenance, and quality standards. Promptly address any issues or service shortfalls.

Client/Guest Relations:

Serve as a point of contact for guests and clients on-site. Address inquiries, requests, or complaints promptly and professionally to ensure a positive customer experience.

Maintenance Coordination:

Schedule and supervise routine maintenance, repairs, and safety checks at each property. Liaise with tradespeople or contractors, and follow up to ensure issues are resolved satisfactorily.

Inventory & Stock Management:

Keep track of inventory for supplies (e.g. linens, toiletries, minibar stock, office supplies) and arrange for timely replenishment. Maintain accurate stock records to prevent shortages or overstocking.

Financial Administration:

Assist with basic financial tasks such as processing invoices from vendors, tracking operational expenses, and submitting expense reports in line with company procedures.

Digital Engagement:

Update social media pages or online listings with current information and respond to basic online inquiries or reviews to enhance the properties' online presence (as needed).

Health & Safety Compliance:

Ensure all properties adhere to health and safety regulations. Maintain up-to-date records (fire safety checks, hazard reports, etc.), and support any required training or audits.
Qualifications and Requirements

Experience:

Proven experience in a similar role is highly desirable. This could include roles such as assistant hotel manager, duty manager, operations supervisor, or executive assistant in a hospitality/tourism or service-oriented business. Experience in management, particularly, project management, construction management, and project coordination are also welcome.

Organizational Skills:

Exceptional organizational and time-management abilities, with the capacity to juggle office duties and on-site responsibilities effectively.

Communication:

Excellent communication and interpersonal skills. Must be able to interact professionally with senior executives, staff, guests, and external partners.

Problem-Solving:

A proactive mindset with strong problem-solving skills. Able to think on your feet to handle guest issues or operational challenges calmly and efficiently.

Technical Skills:

Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and other digital tools. Comfortable using smartphones/tablets and property management systems or willing to learn. Basic familiarity with social media platforms is a plus.

Financial & Administrative Knowledge:

Basic understanding of bookkeeping, invoice processing, and expense tracking. Comfortable handling paperwork and maintaining organized records.

Driving License:

Valid UK driving licence

required, as travel between the office and various property sites will be part of the job (pool car or mileage allowance can be provided if applicable).

Flexibility:

Willingness to work flexible hours and on a rota basis. The role may include occasional early mornings, evenings, weekends, or bank holidays to meet business needs.

Independence & Teamwork:

Ability to work independently with minimal supervision, as well as collaborate effectively as part of a team. You should be self-motivated and reliable.

Compliance:

Willingness to undergo any necessary health and safety training. Knowledge of health and safety best practices in a work environment (or the ability to quickly learn) is expected.

No Live-In Requirement:

Please note, this is

not

a live-in position. The successful candidate will be based out of our main office and travel to the properties as needed during work hours.
Compensation and Hours

Employment Type:

Full-time, permanent position (40 hours per week on average).

Salary:

25,000 - 30,000 per year (approximately 12 - 15 per hour), commensurate with experience and qualifications. Salary is subject to review after a probationary period, with potential increases based on performance.

Benefits:

We offer a competitive pay rate for the local market along with any standard company benefits (e.g. holiday entitlement, pension scheme, staff discounts if applicable). Details will be discussed during the interview process.

Location:

The role will be based in our office (located in [City/Area]) with frequent travel to our hospitality properties in the region.

A driving licence and ability to commute between sites are essential.

Application Process

If you are a

self-motivated, organized, and hands-on professional

looking to grow in a dynamic hospitality environment, we would love to hear from you. Please submit your CV and a brief cover letter outlining your relevant experience and why you're a great fit for this role. Applications can be sent to [HR Email] or submitted through [Company Careers Page link].

Deadline:

We will be reviewing applications on a rolling basis, so please apply early. Only shortlisted candidates will be contacted for an interview.

Join us and play a key role in ensuring operational excellence and exceptional guest experiences across our properties. We look forward to your application!

Job Types: Full-time, Permanent

Pay: 25,000.00-30,000.00 per year

Benefits:

On-site parking UK visa sponsorship
Education:

Bachelor's (required)
Work authorisation:

United Kingdom (required)
Location:

Edinburgh EH7 (required)
Willingness to travel:

75% (required)
Work Location: In person

Expected start date: 04/08/2025