Part-Time Executive Assistant at Pirata Group
Pirata Group, Hong Kong
Job Description
We are seeking a highly organized and detail-oriented individual to join our team as a COO Assistant. In this role, you will work closely with the Chief Operating Officer (COO) to support various operational and administrative tasks. Your primary responsibilities will include:
Managing Repair amp; Maintenance Orders:
- Oversee the entire process of Repair amp; Maintenance orders, from Job Order creation to Purchase Order (PO) generation and coordination with contractors.
- Collaborate with the operations and finance teams to ensure timely and accurate processing of payments, both pre and post-completion of repair and maintenance tasks.
Assisting in Restaurant Development:
- Support the COO in preparing comprehensive decks for all Food and Beverage (Famp;B) concepts, outlining detailed development plans.
- Conduct research and gather relevant information to contribute to the creation of strategic plans for restaurant expansion and improvement.
Calendar and Schedule Management:
- Assist the COO in managing their calendar effectively, ensuring optimal use of time and scheduling of meetings, appointments, and other commitments.
- Coordinate with internal and external stakeholders to schedule and prioritize activities, maximizing the COO's productivity.
Communication and Correspondence:
- Handling incoming and outgoing communications on behalf of the executive, including emails, phone calls, and written correspondence. They may also draft and prepare documents, presentations, and reports.
Meeting Coordination:
- Organising and coordinating meetings, including preparing agendas, taking minutes, and following up on action items. They may also arrange logistics for meetings, such as booking venues and coordinating catering.
Information Management:
- Managing and organizing information, documents, and files, both physical and digital, to ensure easy access and retrieval. This may include maintaining databases, contact lists, and confidential records.
Travel and Expense Management:
- Making travel arrangements, including booking flights, accommodations, and transportation. They may also handle expense reports, reimbursements, and budget tracking for the executive.
Relationship Management:
- Building and maintaining relationships with internal and external stakeholders, including clients, partners, and colleagues. They may act as a liaison between the executive and other departments or individuals.
Project Support:
- Assisting with special projects or initiatives as assigned by the executive, which may involve research, data analysis, and coordination with other team members.
Confidentiality and Discretion:
- Maintaining high confidentiality and discretion when handling sensitive information or dealing with confidential matters.
This is an exciting opportunity to work closely with the COO and contribute to the smooth functioning of our organization. If you are a proactive and driven individual with a passion for operational excellence, we encourage you to apply for this position.
Requirements
- Bachelor's degree in Business Administration, Hospitality Management, or a related field.
- Proven experience in project management, operations, or administrative roles.
- Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
- Excellent attention to detail and ability to follow through on tasks to completion.
- Proficient in using productivity tools and software for calendar management and document preparation.
- Strong communication skills, both written and verbal.
- Ability to work collaboratively in a team environment and adapt to changing priorities.
Benefits
- 50% discount at all our restaurants
- Fun and welcoming international work environment
- Meal on-duty
Discover more about your next adventure: https://piratagroup.hk/our-story/