Administrative & Executive AssistanceExecutive Support
About the job
Requirements
Proven experience in an administrative, coordination, or project support role.
Background in the hospitality sector, including familiarity with hotel operations and international hotel brands.
Fluency in English and Greek, with professional verbal and written communication.
Strong command of Excel and comfort working with numbers, reports, and data entry.
Responsibilities
Manage the General Manager's calendar, schedule appointments, and coordinate internal and external meetings.
Handle correspondence on behalf of the General Manager, including drafting, prioritising, and following up emails and written communication.
Act as a liaison between the General Manager, internal departments, the group's corporate offices, the brand partner, and external contacts.
Own and maintain the master onboarding timeline in the brand's hotel-opening project-management tool, including milestones, franchisor deadlines, deliverables, and dependencies across all transition workstreams.
Support activation and readiness of the brand's core systems and platforms, working closely with IT and department heads.
Act as the internal coordination point for brand calls, immersion sessions, and workshops, documenting and following up on resulting action items.
Monitor evolving brand standards and coordinate the property's preparation for quality audits and guest-satisfaction/performance scoring, including action plans and re-inspection follow-up.
Monitor the brand's guest-satisfaction survey programme and scores daily, prepare analysis, and coordinate corrective action plans with department heads.
Support the brand loyalty programme at property level, working with the Front Office Manager on enrolment targets, member recognition, and related benefits.
Track completion of mandatory brand training across all departments via the brand's training platform, working with the People Department.
Prepare and submit the property's monthly commercial and operational reporting in line with group requirements.
Desired Qualifications
Bachelor's degree in business administration, hospitality, or a related field.
Experience with brand or franchise operating standards and quality audit processes.
Exposure to sustainability or ESG reporting, or environmental certification schemes.
As Personal Assistant to the General Manager at PHĀEA, you keep the hotel's management office organised and running smoothly. The role supports the day-to-day running of the hotel to demanding brand and quality standards: quality audits, guest satisfaction programmes, loyalty administration, sustainability reporting and structured commercial reporting. You administer the brand's platforms and compliance obligations, coordinate standards and projects across departments, prepare the data, reports and materials the General Manager needs to make decisions, provide administrative support to his daily work, and coordinate the property's sustainability efforts.
About Phāea
PHĀEA is a leader in the Greek hospitality industry, bringing an authentic approach to experiential travel and luxury – one that is inspiring yet effortless, elevated yet conscious, highly curated yet understated.
Born in Crete, PHĀEA comprises a collection of properties – Phāea Blue, a member of SLH, Phāea Cretan Malia, a member of Design Hotels, Village Heights Resort and Koutouloufari Village Holiday Club. These properties blend bold design, responsible living, and authentic experiences, immersing visitors in the genuine Greece. PHĀEA is expanding to introduce undiscovered Greek destinations into its portfolio.
Together, we are on a journey of learning and evolution, where every day is an opportunity to develop new skills, to embrace new experiences, and to take another step forward towards our vision of an altogether kinder hospitality.
At PHĀEA, we apply principles of equal treatment and equal opportunities and are committed to creating a working environment that promotes respect, diversity, and inclusion.
PHĀEA is proud to be Great Place To Work® – Certified™, reflecting our commitment to an inclusive, welcoming and people-centered work environment.
Culture Fit
Contribute to the curation of extraordinary, guest-centric, luxury and meaningful travel experiences that tell the story of a truer, more timeless Greece.
Contribute to a culture of collaboration by crafting authentic relationships and encouraging the personal and professional growth.
Engage with and support the values of Phāea – Consciousness – Innovation and Community - through your day-to-day work and your interaction with team members and guests.
Job Fit- Responsibilities
Manage the GM's calendar, schedule appointments and coordinate internal and external meetings.
Handle correspondence on behalf of the GM, including drafting, prioritising and following up emails and written communication.
Act as a liaison between the General Manager, internal departments, the group's corporate offices, the brand partner and external contacts.
Own and maintain the master onboarding timeline in the brand's hotel-opening project-management tool: milestones, franchisor deadlines, deliverables and dependencies across all transition workstreams.
Support the activation and readiness of the brand's core systems and platforms, working closely with IT and department heads.
Act as the internal coordination point for brand calls, immersion sessions and workshops, documenting and chasing the resulting action items.
Monitor evolving brand standards and coordinate the property's preparation for quality audits and guest-satisfaction/performance scoring, including action plans and re-inspection follow-up.
Monitor the brand's guest-satisfaction survey programme and scores daily, then prepare analysis and coordinate corrective action plans with department heads.
Support the brand loyalty programme at property level, working with the Front Office Manager: enrolment targets, member recognition and related benefits.
Track completion of mandatory brand training across all departments via the brand's training platform, working with the People Department.
Prepare and submit the property's monthly commercial and operational reporting in line with group requirements.
Requirements
Proven experience in an administrative, coordination or project support role.
Background in the hospitality sector, including familiarity with hotel operations and international hotel brands.
Fluent in English and Greek with excellent professional communication (verbal and written).
Strong command of Excel and comfort working with numbers, reports and data entry.
Nice-to-Have:
Bachelor's degree in business administration, hospitality or a related field.
Experience with brand or franchise operating standards and quality audit processes.
Exposure to sustainability or ESG reporting, or environmental certification schemes.
Benefits
Comprehensive hospitality and department-specific training.