Administrative Assistant (Hotels)

Culture in the Heart of La Condesa

Perfectly located at the intersection of two vibrant, culture-filled neighborhoods, Mondrian Mexico City Condesa invites guests to experience vibrant energy, captivating design, and a truly immersive spirit.

Surrounded by art galleries, lively parks, and an ever-evolving culinary scene, the hotel captures the city’s creative soul through dynamic spaces, local character, and an unmatched cultural spirit.

Inside this masterpiece by renowned architect José Luis Benllinure, a vivid mural by Ara Starck sets the tone in each of the 183 guestrooms and suites—a hint of the discoveries yet to come and a focal point amid modern, serene décor.

POSITION OBJECTIVE:

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

RESPONSIBILITIES:

1. Executive Support to General Management

• 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.

2. Administrative and Document Management

• 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.

3. Meeting and Committee Coordination

• 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.

4. Internal Communication and Cross-Departmental Follow-Up

• 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.

5. Attention to Visitors, Corporate Teams, and Vendors

• 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.

6. Support for Reports, Presentations, and Special Projects

• 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.

7. Office and Administrative Resource Management

• 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.

8. Confidentiality, Professional Image, and Mondrian Culture

• 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.

DESIRED SKILLS:

• 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.

• 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.

• High-trust position due to the level of information handling and exposure to General Management.

• Requires availability to support meetings, executive visits, internal events, or special requests.

• Constant interaction with the Executive Committee, department leaders, corporate teams, owners, vendors, and guests when applicable.

• Key role in ensuring organization, follow-up, and efficiency in the General Manager’s daily operations.

• The position requires absolute confidentiality, professional maturity, and the ability to properly represent the General Management office.