AMAN

At Aman we are on a mission to create the world’s ultimate luxury lifestyle brand; hotels, resorts, experiences and products which transform our guests’ perspectives and daily lives. To achieve our ambitions, we capitalise on our unique combination of world-class and diverse talent, unmatched design, and access to locations, cultures and experiences few are privy to. We live by the ‘Aman way of life’ – a mindset shared by our guests and employees which creates a lifelong sense of belonging driven by our values of:

Invest in individuality – fostering an environment where each person can push boundaries, take risks and challenge norms.

Nurture pathfinder spirit – exploring experiences, opportunities and locations which transform into new exciting ventures.

Act like owners – taking the charge, leading by example and an immense sense of pride in their work.

Celebrate communities – ensuring that every member of our community is looked after and nurtured in a compassionate, respectful and collaborative manner.

LOCATION

This position is located at our corporate office in Baar, Switzerland

Position Overview

This role will assist the Chief Executive Officer in handling a wide range of administrative, executive, and corporate office support-related tasks and projects. The Executive Assistant, who must be fluent in Japanese, Italian & English, will be a highly resourceful team-player, who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. They will have the opportunity of great exposure to the top management of an outstanding luxury brand. The ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities are key characteristics for this role.

Responsibilities
Drive and complete projects assigned by the CEO, including and not limited to projects for new hotel openings, business intelligence, CRM etc.
Support CEO in creating presentations, reports, and various documents as required
Arrange travel plans, itineraries and agendas for the CEO
Anticipating the CEO’s needs and proactively bringing together appropriate people and resources to support the management of the executive office
Represents the executives by welcoming visitors, arranging company dinners and other corporate functions
Liaising with key external partners and investors.
Answering questions and meeting requests directed to the executive or corporate office
Assists in coordinating the agenda of senior management team meetings and off-sites, and all leadership meetings, as well as meetings with external partners, and capturing of meeting minutes. These meetings may be in-person or online.
Managing external contacts; proactively understanding who they are, who the primary contacts are, and keeping track of periodic communication
Handling VIP enquiries and reservations on behalf of the CEO
Managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; copying, reviewing outside mail, scanning and filing documents, invoices, screening phone calls and visitors, updating Outlook contacts, maintaining executive files and compiling documents for travel-related meetings
Being responsible for courier service of the office (Fedex)
Keeping the office environment, meeting rooms and stationery areas stocked and tidy at all times
Assist in food, stationary, and water orders for the office
Organizing pick up of packages and envelopes from the Post Office
Managing and being a main point of contact for all office vendors
Help to plan and organize office events such as Excom meetings, birthdays, and the annual Christmas event

Qualifications
3-5+ years’ experience in similar role
Fluent in English, Italian and Japanese
Strong organizational skills
Must possess outstanding guest services skills, professional presentation and sophisticated interpersonal skills, be sensitive to cultural nuance
Excellent communication skills, both written and verbal
Able to handle a multitude of tasks in an intense, ever-changing environment
Positive, engaging and energetic personality
Very high attention to detail
Sensitive to cultural nuances
Good people skills and the ability to work under pressure and with various stakeholders
Professional appearance