The position is based in punta mita, mexico at the omni pontoque resort, opening in early 2027.
our luxury mexican resort is seeking an accomplished administrative assistant to provide comprehensive and confidential executive support to the managing director from the pre‑opening phase and through the resort’s operations. The duties include managing the managing director’s agenda, communications, documentation, meetings, travel, reports, and coordination with the executive committee, corporate partners, owners, and strategic allies.
responsibilities
* manage the managing director’s agenda (appointments, site tours, meetings, corporate/owner visits, interviews, and events).
* prioritize requests, filter interruptions, and maintain daily control of pending tasks.
* draft, review, and professionally format mailings, letters, communications, memoranda, and reports in spanish and english.
* serve as a liaison with corporate, owners, project managers, consultants, and suppliers; channel issues to the appropriate person in charge.
* coordinate meetings of the managing director and/or executive committee: call, agenda, room, teams/zoom, materials, and attendee lists.
* prepare executive minutes; define agreements, responsible parties, and dates; manage the critical path and follow up on pending objectives.
* support the documentary coordination of the pre‑opening (checklists, schedules, documents & presentations, directories, and distribution lists).
* standardize templates, control versions, and organize projects & document presentations (sharepoint/drive/server).
* prepare meeting packs for critical meetings (agenda, executive summary, data, and annexes).
* coordinate travel and logistics of the managing director and visitors (itineraries, transportation, lodging, access, and special requirements).
* provide administrative support: requisitions of the area, control of documents for signature, checks, and follow‑up with finance according to policy.
* maintain effective and professional communication with the executive committee and operational areas, ensuring timely response and follow‑up.
empowerment and decision‑making
* organize and propose priorities in the managing director’s agenda based on urgency, criticality, and impact on the opening project.
* define structure, format, and level of detail of minutes and reports, ensuring clarity, traceability, and confidentiality.
* coordinate logistics of meetings and visits (rooms, materials, accesses, and itineraries) to ensure flawless execution.
* follow up on agreements with internal managers and elevate deviations or delays to the managing director in a timely manner.
* manage sensitive information with confidentiality criteria and adherence to internal policies.
qualifications
* bachelor’s degree in administration, tourism, international relations, languages, business, or related field (or technical career with solid experience).
* 3–5 years as a bilingual assistant/executive secretary; experience in luxury hotels or multinational organizations preferred; pre‑opening experience desirable.
* languages: advanced english (c1 or equivalent) with excellent writing; native or advanced spanish; third language desirable.
* tools: microsoft 365 (outlook, word, excel, powerpoint, teams); document management (sharepoint/drive); pdf and version control.
* work predominantly in the office with continuous interaction with operational areas and site visits.
* availability for extended hours or adjustments for corporate/owner visits, opening milestones, events, or contingencies.
* handling of confidential information (strategy, incidents, legal issues, agreements with owners, compensation, etc.).
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