Executive Assistant to Managing Director

Founded in 2010, we’re an independently owned and operated lifestyle brand with 12 hotels & 14 restaurants across Hong Kong, Australia, and Indonesia. Over the years we’ve grown exponentially, both in size and confidence. But our attitude towards our guests and our passion for what Ovolo stands for remains as strong as ever. We’ve never been afraid to be ourselves, to zig when the others zag, to be creative and spontaneous, and to stand out from the crowd. It’s what we’re famous for. It’s what we love.

Our mission is to share happiness. With bright eyes and even brighter minds, we create the kind of good vibrations that carry far and wide. Across continents and overseas. Throughout hotel lobbies, and beyond. It’s everywhere you look. Places filled with a special kind of sparkle that keeps people coming back for more.

And want to know what makes Ovolo more special, more unique, and more original than all the rest? Our people. Just the way they are. At Ovolo, we want you to be yourself. It’s what keeps us from swimming in the ‘sea of sameness. That’s why here we’ve ditched the tired old ‘corporate scripts’ and empowered our people to speak from the heart. Characters and mavericks, come one, come all. We’re after you with all your you-ness.

Enough about us...lets talk about you...

Are you incredibly detailed, organised, can coordinate not only your life but someone else’s flawlessly?

This role will see you acting as an integral part of the Managing Director's operational team, so we need lots of communication, relationship building and integrity.

You are someone that is proactive, self-motivated and can hit the ground running, you have superior organisational skills together with the proactive mindset that also has experience in managing social platforms & communications and is apt at board reports & putting together board presentations.

Completes a broad variety of administrative tasks for the Managing Director (MD) and CEO (when travelling to Australia) including:

- Managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates and ensures the MD's schedule is followed and respected.
- Communicates directly, and on behalf of the MD to stakeholders and Ovolo team members.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the MD’s office and internal departments demonstrating leadership to maintain credibility, trust and support with senior leadership team.
- Works closely and effectively with the MD to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
- Provides leadership to build relationships crucial to the success of the business and manages a variety of special projects for the MD, some of which may have business impact.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Provides administrative and project support to Directors, as required.
- Coordinates effective meetings by organising and collating meeting agendas, providing confidential minute taking and distribution and coordinating follow up actions. This includes room bookings and equipment set up such as teleconferencing, and refreshments.
- Assists in the preparation and formatting of presentations and reports.
- Manages corporate travel program for the business, identifies opportunities to increase efficiencies, reduce expenses and administrates.
- Develops, implements and administers departmental office systems and procedures. Establishes office procedures, policies and operations. Interprets and communicates policies and processes.
- Other administrative tasks as directed.

**About you**
- Pref experience in Hotels
- Must be an exemplary communicator
- Proven ability to operate with discretion and privacy regarding confidential information.
- Strong organisational skills, with the ability to prioritise demands, escalate where required, anticipate needs and forward plan.
- Advanced skills in PowerPoint, Microsoft Office, social media, and Video Conferencing (Zoom or Teams).
- An optimistic, hands on, and pragmatic outlook coupled with initiative, emotional intelligence.

**What you'll get...**
- To work under the award-winning Global Brand with inspiring and creative team
- Well, there's the chance to shine in a brilliant team environment in the coolest new hotel brand in Australia, Hong Kong and now Indonesia -bring your personality and sense of fun to work and the most amazing team to work with