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.

Capella Hotels and Resorts

Open Positions