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 international teams.
• Assist in organizing calls, meetings, visits, inspections, and other engagements involving international representatives.
• Maintain organized records of brand-related correspondence, approvals, documents, and deliverables.
• Assist in tracking requests and requirements received from Maison Ladurée.
• Ensure that local teams are properly informed of relevant executive or international directives.
• Handle sensitive brand and business information with strict confidentiality.

7. Events & VIP Engagements

• Assist with the planning and coordination of executive events, VIP visits, business dinners, brand activations, and corporate functions.
• Coordinate guest lists, invitations, seating arrangements, itineraries, transportation, and other event requirements.
• Liaise with internal teams and external suppliers to ensure smooth execution.
• Assist in coordinating visits from international executives, brand representatives, business partners, and VIP guests.
• Maintain a high level of discretion and professionalism when dealing with VIPs and high-profile stakeholders.

8. Administrative & Document Management

• Maintain an organized and secure executive filing system.
• Manage confidential contracts, agreements, reports, presentations, correspondence, and other documents.
• Ensure documents are properly filed, version-controlled, and readily accessible.
• Assist with preparation of reports, presentations, proposals, and business documents.
• Monitor deadlines for permits, contracts, renewals, submissions, and other executive-level requirements.
• Maintain accurate records of important executive and company matters.

9. Follow-Up & Accountability

• Maintain a centralized tracker of executive action items and outstanding requests.
• Follow up proactively with department heads and team members.
• Escalate delays, issues, and critical matters to senior leadership when appropriate.
• Ensure commitments made by the Executive Office are properly tracked through completion.
• Provide regular updates on outstanding priorities and deadlines.
  

QUALIFICATIONS

• Bachelor's degree in Business Administration, Hospitality Management, Communications, Management, or a related field.
• Minimum 3–5 years of experience as an Executive Assistant, Personal Assistant, Executive Secretary, or similar role supporting senior management.
• Experience supporting a CEO, Managing Director, General Manager, or senior executive is strongly preferred.
• Experience in luxury hospitality, fine dining, luxury retail, lifestyle, or an international brand is an advantage.
• Excellent written and spoken English.
• Exceptional organizational and time-management skills.
• Strong proficiency in Microsoft Office, Google Workspace, PowerPoint, Excel, and other productivity tools.
• Excellent attention to detail.
• Strong interpersonal and communication skills.
• Ability to handle highly confidential information with discretion.
• Ability to work independently with minimal supervision.
• Strong follow-through and ability to manage multiple priorities simultaneously.
• Professional, polished, and well-presented demeanor.
• Flexible and willing to work outside regular office hours when executive or business requirements demand it.
  

IDEAL CANDIDATE

The ideal candidate is:

• Highly discreet and trustworthy.
• Exceptionally organized and detail-oriented.
• Proactive rather than reactive.
• Comfortable working with senior executives and high-profile stakeholders.
• Able to anticipate needs before being asked.
• Calm and composed under pressure.
• Excellent at managing competing priorities.
• A strong communicator and professional writer.
• Commercially aware and interested in understanding the business.
• Comfortable working across multiple departments.
• Adaptable in a rapidly growing organization.
• Naturally polished and aligned with the standards of a luxury brand.
  

CORE COMPETENCIES

Executive Support

Calendar & Time Management

Confidentiality & Discretion

Project Coordination

Business Communication

Travel Management

Stakeholder Management

Event Coordination

Research & Reporting

Microsoft Office / Google Workspace

Problem Solving

Attention to Detail

Prioritization & Follow-Through

SUCCESS IN THIS ROLE

Success in this position means allowing senior leadership to operate efficiently and focus on strategic priorities by ensuring that nothing falls through the cracks.

The Executive Assistant should become a reliable extension of the Executive Office—anticipating requirements, protecting the executive's time, maintaining absolute confidentiality, coordinating across the organization, and ensuring that commitments and priorities are consistently followed through.

The role requires the highest standards of professionalism, discretion, responsiveness, organization, and attention to detail, reflecting the standards expected of Ladurée as a French luxury Maison. Maison Ladurée describes itself as a reference in luxury French pâtisserie and emphasizes French savoir-faire, refinement, and creating memorable experiences.

• Work Environment: Full-time, primarily office-based, with flexibility required for executive schedules, business meetings, events, and international engagements.