Executive Assistant

Job description

If you are an internal applicant, please log into Workday and submit your application via the Jobs Hub. Please click here to apply internally. Who are we? Costaterra Golf & Ocean Club is part of DLC – Discovery Land Company (DLC). DLC is known for developing luxury residential communities and resorts. Costaterra is a private members only residential community in Comporta – Portugal. It combines luxury living with top-tier hospitality, offering incredible dining, a world-class golf course, spa services, outdoor pursuits, and immersive local experiences. The Personal Assistant to the General Manager provides high-level administrative, organizational, and operational support to ensure the efficient management of the General Manager's daily activities, priorities, and business commitments. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage multiple tasks in a fast-paced and dynamic environment. The Personal Assistant acts as a key point of coordination between the General Manager and internal and external stakeholders, helping to streamline communication, facilitate decision-making processes, and ensure the smooth execution of business objectives. What you will do? Executive Support Manage and maintain the General Manager's calendar, appointments, meetings, and travel arrangements. Coordinate and prioritize scheduling requests to ensure effective time management. Prepare meeting agendas, presentations, reports, and supporting documentation. Attend meetings when required, record minutes, and follow up on action items. Screen and manage incoming correspondence, emails, phone calls, and requests. Perform any other duties or responsibilities as assigned by the General Manager to support the successful operation of the business. Communication & Coordination Act as a liaison between the General Manager and internal departments, external partners, members, guests, and stakeholders. Ensure timely and professional communication on behalf of the General Manager. Coordinate the flow of information and follow up on outstanding items with relevant departments. Assist in drafting correspondence, reports, announcements, and presentations. Administrative Management Maintain accurate records, files, and confidential documentation. Prepare reports, spreadsheets, and business summaries as requested. Monitor deadlines and ensure follow-up actions are completed within agreed timelines. Support the preparation and organization of operational and strategic meetings. Project & Operational Support Assist with special projects and business initiatives as assigned by the General Manager. Coordinate cross-functional activities and follow up with department leaders regarding project progress. Support the implementation of operational improvements and strategic initiatives. Help monitor key deliverables and ensure accountability across stakeholders. Event & Travel Coordination Organize domestic and international travel arrangements, including flights, accommodations, transportation, and itineraries. Coordinate executive visits, meetings, events, and hospitality arrangements. Ensure all logistics are managed efficiently and professionally. Confidentiality & Professionalism Handle highly sensitive and confidential information with discretion and integrity. Maintain a professional image while interacting with senior leadership, members, guests, and external stakeholders. Exercise sound judgment and uphold the highest standards of confidentiality. What are we looking for? Education Bachelor's degree in Business Administration, Hospitality Management, Communications, or a related field preferred. Experience Experience in an Executive Assistant, Personal Assistant, Executive Coordinator, or similar role (desirable but not mandatory). Previous experience supporting senior executives is highly desirable. Hospitality, luxury resort, real estate, or private club experience is an advantage. Knowledge, Skills & Competencies Outstanding organizational and time-management skills. Excellent verbal and written communication skills in English. Strong attention to detail and ability to manage multiple priorities simultaneously. High level of discretion, professionalism, and confidentiality. Strong problem-solving and decision-making abilities. Ability to work independently and proactively. Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). Ability to build and maintain effective working relationships across all levels of the organization. Flexibility to adapt to changing priorities and business needs. What do we offer? Work-Family Culture, Global Career Opportunities, Competitive Salarys, Development Programs, Medical Insurance, Meal Allowance, Staff Restaurant, Staff Events and Staff accommodation if you are not local. If you have what it takes and want to build a career , this is the place for you! #LI-TP1