The Ebrington Hotel and Spa

Department	Administration
Reports to	Managing Director and Hotel Manager
Location	The Ebrington Hotel and Spa, Derry/Londonderry
Working pattern	As set out in the employment contract, with flexibility in line with business needs

Purpose of the role

The Administrative Assistant provides organised and confidential day-to-day support to the Managing Director and Hotel Manager. The role coordinates diaries, meetings, correspondence, records and follow-up actions and assists senior management with the administration of hotel operations and projects. The postholder acts as a reliable point of contact between senior management, department heads, colleagues and external contacts.

Key responsibilities

Executive and diary support

• Manage and coordinate the diaries of the Managing Director and Hotel Manager, arranging appointments, meetings and reminders and resolving scheduling conflicts.
• Organise internal and external meetings, including room bookings, invitations, agendas, papers, refreshments and any required equipment.
• Screen and direct routine enquiries, messages and correspondence, ensuring urgent matters are brought to management’s attention promptly.
• Prepare letters, emails, reports, presentations and other documents accurately and professionally.
• Coordinate travel, accommodation and related arrangements when required.

Meetings and action tracking

• Attend management, departmental and project meetings as note taker, producing clear and accurate notes or minutes.
• Record decisions, actions, owners and deadlines and circulate approved notes promptly.
• Maintain action trackers and follow up with managers and department heads to support completion by agreed dates.
• Keep meeting records and related documents organised, confidential and easy to retrieve.

Management and operational support

• Provide administrative support for hotel projects, management initiatives and day-to-day operational priorities.
• Coordinate information and updates from department heads for the Managing Director and Hotel Manager.
• Maintain project plans, task lists, deadlines and supporting records as directed by senior management.
• Assist with the preparation and distribution of management communications, procedures and operational documents.
• Communicate confirmed arrangements and management instructions clearly to the relevant departments.

General administration

• Maintain accurate electronic and paper filing systems, contact lists, calendars, trackers and management records.
• Monitor administrative deadlines and help prepare information required for operational reviews, audits and management reports.
• Order stationery and coordinate routine office requirements within agreed procedures and budgets.
• Liaise professionally with guests, clients, suppliers, department heads and external organisations.
• Provide practical administrative support across the hotel and carry out other reasonable duties requested by the Managing Director or Hotel Manager.

Confidentiality and standards

• Handle confidential business, employee and guest information securely and with discretion.
• Maintain a professional manner and high standards of accuracy, presentation and communication.
• Follow the hotel’s data protection, health and safety, security and record management procedures.
• Represent the hotel positively and build cooperative working relationships across all departments.

Person specification

Essential

• Previous experience in an administrative, executive support, personal assistant or coordination role.
• Excellent organisation and diary management skills, with the ability to manage changing priorities and deadlines.
• Strong written communication and accurate note-taking skills.
• Confident using Microsoft Outlook, Word, Excel and PowerPoint or comparable systems.
• Professional, approachable and able to communicate confidently with senior managers, colleagues and external contacts.
• High attention to detail and the ability to handle confidential information appropriately.
• Able to work independently, use initiative and follow tasks through to completion.

Desirable

• Previous experience in a hotel, hospitality or customer-focused environment.
• Experience preparing formal meeting minutes, action trackers or management reports.
• Experience supporting senior managers and coordinating projects or operational activities.

Working requirements

• Flexibility to support occasional management meetings outside normal office hours where reasonably required.
• The ability to manage interruptions and competing requests calmly in a busy hotel environment.

What we offer

• Training and support to develop within the role.
• Staff discounts on hotel services and amenities.
• A professional and supportive hotel working environment.

This job description summarises the main responsibilities of the position. The postholder may be asked to undertake other reasonable duties consistent with the role and the operational needs of the hotel.

TO APPLY send your CV to : [email protected]

The Ebrington Hotel and Spa is an equal opportunities employer