Executive Office Manager

Why We're Here

We believe heartfelt, human connections make people's lives better. Especially the people who work here.

Our founder, Bill Kimpton rebelled against impersonal, generic hospitality that makes people feel disconnected. He initiated a new boutique hotel standard and environment where people could connect, from the heart. That was the goal then, and it is still our purpose today.

Your work here has meaning. You're here to improve the lives of coworkers, guests, owners, communities, and together we make that happen. It's what drives all that we do. Every day you can improve lives in your own, unique way and you can expect the same in return. It all starts with you.

How We're Different

Our San Francisco-born entrepreneurial spirit and zest for life kick started this culture in 1981, and it shines through to this day.

It all flows from you. The lively, rebellious, genuine you - with your diverse background, talents, experiences, and plucky personality - is fully welcome, and celebrated here. Because we know that when people can be themselves at work, they shine.

That's what we seek out and celebrate. It's people of all kinds who share a knack for creativity and self-leadership. People who don't need to be told what to do to get things done. People who have an innate passion for making others' lives better.

It adds up to a work environment that's a bit quirky, irreverent, exciting, uncommon, empowering, and downright exceptional. Guests feel it; you'll feel it too.

What You’ll Do:

The Executive Office Manager provides professional high-level organizational and administrative oversight for the Executive Offices of Hotel Indigo and Kimpton Seafire Resort & Spa. Acting as the General Manager’s strategic right hand, this role supports the vision and mission of the hotels, managing communications to ensure efficiency and office management while continuing to uphold IHG’s distinctive guest-focused luxury and brand standards. Additional responsibility lies in managing multiple projects and conflicting priorities through all milestones from initiation, planning and execution to monitoring and debrief in line with the GM’s directives.

The Executive Office Manager is a crucial link between the General Manager and the Executive Team, Ownership, Senior Management, Employees, Guests and External Stakeholders, both internally and in the local Cayman Islands community. This role oversees the seamless execution of the General Manager’s vision across all hotel functions and coordinates a variety of projects and initiatives, utilizing a high degree of confidentiality, discretion, trust and autonomy. The Executive Office Manager has an experienced working knowledge of the luxury hospitality industry and understands the core business’ strategies and objectives, reflecting the company’s culture and values through professional, gracious interactions in a fast-paced, entrepreneurial environment.

 KEY RESPONSIBILITIES

• Acts as the "air traffic controller" for the Executive Office and the GM’s demanding schedule; prioritizing tasks, and managing complex logistics with meticulous attention to detail.
• Serves as the first point of contact, acting as the gatekeeper for the GM; fielding calls, managing correspondence and disseminating and following up on the directives of the GM in a proactive and efficient manner.
• Coordinates complex and ever-changing schedules, prioritizing calendar appointments and ensuring the GM is prepared with necessary documents and briefing notes.
• Manages correspondence (email/letter) by researching, drafting, proofreading and producing responses in accordance with hotel policies and guidelines, ensuring appropriate filing and retrieval systems are in place.
• Schedules complex international travel including booking air or ground transportation, hotel accommodations and experiential activities, providing travel support as needed including adjustments to itineraries, shipping of materials and other on-the-fly needs.
• Financial reconciliations - liaises with Finance team to ensure all financial documents, and budgets are up to date and accessible, manage invoices, expense reports and timekeeping for Executive team.
• Coordinates and manages hospitality for high-profile VIP guests and clients (in conjunction with Front Office/Guest Relations team) on behalf of the GM as required.
• Stakeholder Liaison - Interacts with Hotel Ownership, Executive and Senior Management, owners, corporate offices, VIP guests, and Cayman Islands Government and community entities with finesse and professionalism.
• Confidentiality & Discretion - manages the flow of confidential and sensitive material entering and leaving the Executive Office. Handles highly sensitive information, guest data, guest feedback, operational and financial data, with complete trustworthiness.
• Crisis Management – acts as the GM’s right hand in activating the Crisis Management Plan, ensuring the Crisis Management Team is assembled, facilitating clear communication, managing documentation, preparing briefing documents and supporting guest/staff needs during incidents such as natural disasters, global pandemics, security breaches, travel bans, or operational failures to protect reputation, ensure safety and maintain business continuity.
• Liaises with Training Manager and Director of People & Culture to ensure all Executives are up to date on IHG training modules and professional development opportunities.
• Assists in supporting community initiatives and outreach championed by the hotel.
• Manages special projects, market research and initiatives to support business goals.
• Ensures all activities align with IHG’s brand standards and strategic objectives.

ESSENTIAL SKILLS & TRAITS

• Exceptional communication (written and verbal in English) with meticulous attention to detail.
• Able to adapt and adjust communications style for different audiences (visual & auditory) for staff, guests, executives, external clients & associates and react quickly to unexpected questions or situations.
• Ability to compose and articulate communications professionally and with cultural sensitivity
• Must be comfortable with public speaking and confidently communicate directives of the GM.
• Proactive and Anticipatory - The ability to foresee needs, potential problems as well as recognize opportunities to spin a negative situation into a positive outcome.
• Organization and Time Management – Able to multitask, prioritizing competing demands and meet strict deadlines in a fast-paced environment.
• IT proficiency in Microsoft Office Suite, Typing (min 60 wpm) and comfort with various digital scheduling, communication, and other industry software applications as appropriate to the role.
• Understanding of social media, networking, industry review sites and messaging apps for direct guest interaction and employee and community communication, focusing heavily on visuals, neighborhood stories and brand consistency across channels.
• Must be able to handle the fast pace and unpredictability of the hospitality industry while maintaining a professional, calm demeanor, maintaining composure and focus in stressful and crisis situations.
• Problem Solver - Proactively addresses issues and opportunities promptly to help the team maintain seamless operations.
• Listens actively, speaks articulately, and ensures clear, calm instructions to staff, preventing misunderstandings.
• Lateral thinker – uses creative, innovative solutions to help address complex operational and administrative challenges often within tight deadlines.
• Ability to build rapport with diverse stakeholders from staff to high profile figures.
• A strong service focus, mirroring the hospitality ethos and Forbes 5 Star standards in all interactions showing genuine care, authenticity and warmth.
• Acts as a brand ambassador representing a professional demeanor that embodies the culture and creative spirit of both Hotel Indigo and Kimpton Seafire Resort & Spa.

WE REQUIRE

• A Degree or advanced Diploma in Hospitality Management or Business Administration preferred.
• 3+ years’ experience in luxury Hotel Operations and 3+ years working with senior executives.
• Technical proficiency in Microsoft Office/Google Suite, Typing (min 60 wpm), Hospitality Software systems  preferred (ADP, Peoplesoft, Opera, etc.).
• Industry Knowledge - Broad understanding of all departments and operations, trends and developments in a luxury hotel environment.
• Ability to work a flexible schedule, including mornings to mid-evenings, weekends and holidays with an ability to work in a fast-paced environment required
• The ability to work independently and remotely if required.
• Must hold valid Driver’s license for the Cayman Islands

 Please note: management reserves the right to change, modify, and/or alter any of the duties listed above to meet business demands.

The salary range for this role is  USD $70,000 to $80,000 per annum. This job is also eligible for bonus pay.  We offer a comprehensive package of benefits including paid time off, medical/dental/vision insurance, pension, free meal at our cafeteria and many other benefits to eligible employees.

Differences make a difference. We are committed to creating a culture that reflects the diversity of our hotel and restaurant guests. With that goal in mind, we encourage each of our employees to understand, accept, and celebrate differences among people. That includes different personalities, lifestyles, work styles, education, and experience. We also welcome and embrace people of all races, ethnicities, ages, religions, physical abilities, sexual orientation, gender identities and genders. For our complete EEO policy click here.

Be Yourself, Lead Yourself, Make It Count.