Executive Assistant ico Quality
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Executive Assistant ico Quality

About the job

Job Brief

The EA & Quality Executive works in close collaboration with the General Manager as well as the EAM & other Department Heads to perform routine clerical and administrative functions


  • Assist the General Manager by organizing appointments and carrying out clerical, technical, administrative and general office duties.
  • This position will directly reports to the General Manager and EAM in the absence of GM.
  • To carry out all activities of the department as per established resort standards and procedures.
  • Arrange meetings, (e.g. with Head of Department/s, suppliers) and travel for the General Manager (Diary management).
  • Attend Daily Operations Briefing and prepare minutes of meeting.
  • Assist in the Sales and Reservation process of the resort if/when required.
  • Preparation of files for appointments and assembling background information.
  • Operate computer for the preparation and maintenance of a variety of documents, correspondence, reports and related materials, utilise word processing, desktop publishing, spreadsheet, database or other software as required by the position.
  • Attend meetings to record official action and significant parts of discussion and prepare draft of minutes for review by the General Manager before distributing to the concerned parties.
  • Type and print letters, memorandums, confidential reports, presentations, agendas for meetings, management correspondence, and other documents.  Editing, formatting, proofreading, assembling and binding of documents.
  • Prepare, review and distribute correspondence, reports, forms, memorandums and documents.
  • Order office stationery, and carry out inventory of office supplies.
  • Operate, clean regularly and recommend to the General Manager maintenance needs for all office equipment.
  • To be responsible for any losses, damages, and proper storing of all equipment and stationeries found in the Secretary Office.
  • To be proactive and creative when attending to any VIP’s, guests / visitor’s query and dissatisfaction under General Manager’s guidance.
  • Liaise at all levels within the company as required and facilitating communication between the General manager and other team members of the resort and also the public at large e.g. suppliers.
  • Work as part of a team and establish a two way communication network between peers and yourself.
  • Ensure that operating costs are kept to a minimum.
  • Initiate and carry out general filing according to an established filing system.
  • Greet and screen visitors.
  • Answer telephone calls (screen calls) and make phone calls on behalf of the General Manager.
  • Carry out small research projects and prepare specialist documents.
  • To keep the office clean and tidy at all times.
  • Recommend new and revised office procedures as appropriate to the General Manager.
  • To be familiar with the hotel’s emergency plans – in case of fire, tsunami, bomb threat and so on; and procedures for “Lost & Found” items.
  • To give active support to other departments on request by the General Manager.
  • To be fully aware of any promotions, special events and packages organized by the resort as per Daily Event Sheets and weekly highlights.
  • Having an eye for details to improve the quality of service by continuously being creative and taking initiative.
  • Any other cognate duties and responsibilities that may be assigned by the General Manager to facilitate the smooth running of the resort.
  • Update and send out Weekly Highlights.
  • Updating of Corporate information.
  • Assists and coordinates with the corporate offices whenever required.
  • Coordinate stock control for departure gifts.
  • Assist the Front Office whenever necessary with regards to the Front Office as well as the Guests Relation function.
  • Organize, coordinate and host events whenever required
  • Perform any other duties as may be assigned by the Management
  • In agreement with GM proposes and establishes or reviews quality strategies in line with overall hotel quality goals
  • LRA -  is familiar with web site of LRA and as well with all Constance Minimum standards used for property LRA audit
  • Replies to Online reviews on behalf of and with consultation of General Manager within guided timeline.
  • Attending Corporate Quality Meetings
  • Conducts weekly audit of all areas for LRA standards by observation or being subject of the audit and reports the results back to HOD’s with copy to EAM/GM  
  • In charge  of LQA and LRA actions plans when submitted after the audit 
  • Implements if necessary  control tools for the teams (analysis, action plan and follows ups) for LRA ongoing results (from internal and external audits)   
  • Controlling the number and quality of reviews on Trip Advisor and other platforms and accordingly giving feedback and guidance to FOM and rest of the resort (in charge of emails addresses collection )
  • Receives daily instructions from the General Manager/EAM on areas in the operations, which requires particular attention
  • Participates in management morning meetings and when and if  necessary in departmental one for the purpose of giving the feedback
  • Regularly attends Management Cocktails in order to meet guests.
  • Monitors Product and Public areas in order to control if standards given by LRA are met in terms of maintenance and cleanliness
  • Reviews all new SOP’s and on agreed frequency controls that agreed SOP’s are respected in each department
  • Ensure implementations of quality strategies following results of in house audit or official audits  
  • When required provides training to the HOD’s or staff pertaining to LRA.
  • Guide and introduce any new quality program that resorts would consider
  • Acts as Manager on Duty on a Rota basis


  • Minimum 2 years of experience in the same role
  • Maldives work experience will be of advantage
  • Excellent Inter-personal communication skills 
  • MS Office proficient
  • Must have hotel experience

The company

Constance Hotels and Resorts is the pioneer of luxury hospitality in the Indian Ocean, providing exclusive experiences to our guests through passionate employees and tailor-made services. We share our idea of luxury through our art of living: experience the finest moments in life in settings of pure beauty, without ostentation.
Our passion is driven by turning guests’ dreams into unique emotional experiences, exceeding their expectations.

We are a high-performing family, dedicated and determined to excel ourselves in our services.
Our passion has made us the leaders of luxury hospitality in the Indian Ocean and beyond.
Proud winner of a multitude of prestigious awards and accolades, at Constance Hotels and Resorts we believe in team work, innovation, creativity and excellence without forgetting our multi-cultural heritage.
Be part of our excellence, be part of Constance Family.

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Executive Assistant ico Quality


Full-time, Indefinite

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