Administrative Assistant (Hotels) Job at Fairmont Le Manoir Richelieu (Mexico City)

Job Description

Provide administrative, executive, and coordination support to the General Management team, ensuring efficient management of schedules, communications, documentation, task follow-up, meeting coordination, and cross-functional operational support.

Job Responsibility

Manage and coordinate the General Manager’s agenda, including internal meetings, calls, visits, walkthroughs, committees, and corporate commitments
Follow up on pending tasks, agreements, and commitments resulting from executive meetings
Prepare information, documents, presentations, and reports required by General Management
Coordinate travel, reservations, transportation, itineraries, and executive logistics when necessary
Maintain clear, timely, and professional communication with Executive Committee members, department leaders, corporate teams, owners, and vendors
Prepare, organize, archive, and follow up on administrative documents, meeting minutes, communications, letters, forms, reports, and presentations
Maintain updated physical and digital files for the General Management office
Manage confidential documentation, ensuring discretion, proper safeguarding, and compliance with internal guidelines
Assist in preparing executive reports, KPIs, monthly reports, and documentation requested by corporate
Follow up on signatures, authorizations, approvals, and administrative processes related to General Management
Coordinate Executive Committee meetings, managers’ meetings, strategic sessions, and special meetings
Prepare agendas, invitations, meeting rooms, materials, presentations, and logistical requirements
Prepare meeting minutes, agreements, and follow-up lists when required
Ensure responsible parties receive their commitments and follow up on deadlines
Coordinate coffee breaks, food and beverage requirements, setup, and logistical support for executive meetings
Serve as the administrative liaison between General Management and the hotel’s different departments
Channel requests, messages, and pending matters in a timely and professional manner
Follow up on operational or administrative matters assigned by the General Manager
Support coordination of internal communications, executive announcements, and documentation directed to leadership teams
Maintain respectful, warm, and Mondrian culture-aligned communication
Professionally welcome and assist visitors, corporate executives, vendors, owners, and strategic partners
Coordinate access, meeting rooms, parking, food, amenities, and special requirements for executive visits
Support logistics for walkthroughs, official visits, audits, inspections, and meetings with third parties
Ensure a professional, discreet, and hospitable image at all times
Assist in preparing executive presentations, monthly reports, strategic agendas, and corporate documents
Consolidate information from different departments for reports requested by General Management
Follow up on special projects assigned by the General Manager
Support culture, communication, service, audit, and cross-functional hotel initiatives
Maintain control of project progress, deadlines, and administrative deliverables
Ensure the organization, cleanliness, presentation, and functionality of the General Management office
Manage office supplies, stationery, materials, amenities, and administrative requirements
Request purchase requisitions, purchase orders, or services necessary for the proper functioning of the department
Coordinate messenger services, shipping, printing, scanning, filing, and general administrative support
Maintain an efficient, organized, and proactive administrative operation
Handle sensitive information with absolute confidentiality, ethics, and discretion
Represent the image of General Management with professionalism, warmth, and a service-oriented attitude
Act with urgency, sound judgment, organization, and attention to detail
Promote positive, collaborative communication aligned with Mondrian and Ennismore values
Contribute to a culture of service, energy, presence, and connection in every interaction

Requirements

Technical degree or bachelor’s degree in Administration, Hospitality, Tourism, Communications, Public Relations, or related fields
Minimum of 2–3 years of experience in administrative roles, executive assistance, office coordination, or executive support
Experience in hospitality, lifestyle, luxury, corporate environments, or high-demand settings is preferred
Advanced English, especially for written communication, visitor interaction, and coordination with corporate teams
Strong proficiency in Microsoft Office: Outlook, Word, Excel, and PowerPoint
Excellent writing, spelling, organizational, and follow-up skills
Basic knowledge of administrative processes, requisitions, reporting, schedule management, and filing systems

Nice to have

High level of organization and prioritization skills
Discretion, confidentiality, and professional judgment
Clear, warm, and executive-level communication
Attention to detail and strong follow-through
Sense of urgency and problem-solving ability
Service-oriented and hospitable attitude
Ability to interact with leaders, corporate teams, vendors, and visitors
Professional appearance and presentation
Flexibility, adaptability, and ability to manage multiple priorities
Positive energy and alignment with Mondrian’s lifestyle culture

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Administrative Assistant (Hotels)

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