Executive Administrative Coordinator, General Manager & Hotel Operations

About the role

The Fairmont Chateau Laurier in Ottawa is looking for an Executive Administrative Coordinator who acts as a trusted partner to the General Manager and Executive Committee. The role provides high-level administrative, operational and project support across the hotel, serving as the central coordination point for executive communications, strategic initiatives, guest relations follow-up, leadership meetings, reporting and cross-functional projects. It also supports the Engineering Department through maintenance systems administration, project coordination, compliance documentation and operational reporting.

Key responsibilities

• Provide confidential administrative support to the General Manager, manage calendars, meetings, travel and correspondence, and coordinate Executive Committee meetings, agendas, minutes and action plans
• Prepare presentations, briefing materials, reports, ownership communications and executive summaries, and maintain executive records
• Coordinate strategic initiatives, support annual planning, business reviews and budget preparation, and liaise between the Executive Office and operational departments
• Support guest satisfaction initiatives, draft guest correspondence, track escalated concerns, assist with service recovery and coordinate VIP guest communications
• Administer maintenance management and work-order tracking systems (ALICE, HotSOS, Transcendent, CMMS or similar), generate operational reports and engineering dashboards, and maintain permits, inspections and vendor documentation
• Use Microsoft Copilot and other AI tools to improve productivity and reporting, develop dashboards and analytics, and identify process improvements

Required profile

• Diploma or degree in Business Administration, Hospitality Management, Office Administration or a related field preferred; additional training in project management or executive administration is an asset
• Minimum 3-5 years of progressive administrative or operational support experience; experience supporting senior leaders, in a luxury hospitality setting or coordinating projects with multiple stakeholders is preferred
• Strong organizational, time-management and attention-to-detail skills, discretion and professionalism
• Ability to build relationships across the organization and a proactive approach to problem solving

Required skills

• Advanced Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, SharePoint) and Microsoft Copilot
• Knowledge of hotel operating systems and hospitality technology platforms
• Project coordination and administrative management; familiarity with AI-enabled productivity tools
• Assets: maintenance management systems (ALICE, HotSOS, CMMS, Transcendent), working knowledge of French, and experience in a luxury hospitality environment

What we offer

• Salary range of $60,000-$65,000
• 50% food and beverage discount in Accor restaurants, employee benefit card with discounted rates worldwide, learning programs and corporate social responsibility activities
• Comprehensive extended health benefits package