Executive Assistant – Luxury Hospitality | Ladurée Philippines

EXECUTIVE ASSISTANT

Ladurée Philippines | Gastronova Hospitality Group

Location: Makati / BGC, Metro Manila

Department: Executive Office

Reports To: Chief Executive Officer / Managing Director

POSITION SUMMARY

Ladurée Philippines is seeking a highly organized, polished, discreet, and proactive Executive Assistant to provide comprehensive executive and administrative support to senior leadership.

The Executive Assistant will serve as a trusted partner to the Executive Office, ensuring that schedules, communications, meetings, travel, documents, projects, and follow-ups are managed with the highest level of professionalism and efficiency.

This is a high-trust, fast-paced position requiring exceptional organizational skills, sound judgment, discretion, attention to detail, and the ability to anticipate the needs of senior leadership.

The ideal candidate is someone who can operate independently, manage multiple priorities simultaneously, communicate confidently with executives and external stakeholders, and represent Ladurée Philippines with a polished and professional image.

KEY RESPONSIBILITIES1. Executive Support

• Provide day-to-day administrative and organizational support to the CEO / Managing Director.
• Manage and maintain executive calendars, appointments, meetings, and commitments.
• Coordinate internal and external meetings, including preparation of agendas, materials, presentations, and minutes when required.
• Prioritize incoming requests and determine which matters require immediate executive attention.
• Prepare daily and weekly schedules and ensure executives are fully briefed ahead of meetings and engagements.
• Anticipate executive needs and proactively address logistical requirements.
• Maintain a comprehensive record of pending matters, commitments, deadlines, and follow-ups.
• Ensure that action items arising from meetings are properly tracked and followed through.

2. Communication & Correspondence

• Act as a key point of contact between the Executive Office and internal departments, partners, suppliers, landlords, consultants, and other external stakeholders.
• Draft, review, and proofread emails, letters, reports, presentations, and other executive correspondence.
• Manage incoming communications and appropriately prioritize matters for executive attention.
• Follow up with internal and external parties to ensure timely responses and completion of commitments.
• Maintain a professional, polished, and appropriate tone in all executive communications.
• Handle sensitive and confidential information with absolute discretion.

3. Meetings & Executive Coordination

• Coordinate executive meetings from scheduling through completion.
• Prepare meeting rooms, presentations, briefing documents, and supporting materials.
• Attend meetings when required and document key decisions, responsibilities, and deadlines.
• Maintain a running list of outstanding action items and follow up with responsible parties.
• Coordinate meetings with Maison Ladurée representatives and international partners when required.
• Assist in preparing executives for meetings by compiling relevant information, documents, and updates.

4. Travel & Itinerary Management

• Coordinate domestic and international travel arrangements for senior executives.
• Arrange flights, hotels, transportation, restaurant reservations, meetings, and other travel requirements.
• Prepare detailed travel itineraries and executive briefing packs.
• Coordinate changes, cancellations, delays, and other travel-related requirements promptly.
• Assist with visa, passport, travel documentation, and other administrative requirements where applicable.
• Ensure executives have all required documents and information before and during travel.

5. Executive Office & Project Coordination

• Assist senior leadership in coordinating strategic projects and special assignments.
• Track project timelines, deliverables, approvals, and outstanding requirements.
• Coordinate with various departments including Operations, Finance, Marketing, HR, Culinary, Purchasing, and Business Development.
• Prepare reports, presentations, spreadsheets, and executive summaries as required.
• Conduct research and compile information to support management decision-making.
• Assist with new store openings, brand initiatives, events, partnerships, and other strategic projects.
• Support the Executive Office in ensuring that key initiatives remain on schedule.

6. Ladurée / International Coordination

• Coordinate communications and requirements between Gastronova Hospitality Group and Maison Ladurée's inte