assistant project manager jobs

The Role

• The Executive Assistant will ensure seamless operational flow across a dynamic and fast-paced environment. This role requires impeccable organisational skills, strong business judgment, and the ability to anticipate needs before they arise.
• The EA will manage complex schedules, facilitate communication between departments, support strategic initiatives, and uphold the highest level of confidentiality and professionalism.
• This position is ideal for someone who thrives in a scale-up culture, adapts quickly to shifting priorities, and embraces the energy of a hospitality brand in expansion mode.
• As we are a small, yet rapidly growing business, we need our EA to be adaptable to temporarily support other senior leaders. Specifically, our Group Director of HR-People and Culture, who currently needs support in HR admin for our fast-growing teams.

Success in this role looks like

• Executives consistently operate at peak efficiency due to your organisational excellence.
• Meetings, projects, and communications run smoothly with minimal oversight.
• You create stability and clarity in a fast-moving environment.
• You embody the Aethos ethos: warm, polished, discreet, and relentlessly solution-driven.
• You serve as a trusted partner to leadership and a cultural pillar within the company.

Key Responsibilities

• Include:

• Manage complex calendars, meeting coordination, and travel arrangements across multiple time zones.
• Anticipate scheduling conflicts and proactively resolve issues.
• Prepare executives for meetings by assembling agendas, briefings, talking points, and background research.
• Provide on-the-ground support during meetings, off-sites, openings, and key events.
• Serve as a communication liaison between executives, internal teams, global properties, partners, and stakeholders.

• Drive alignment by ensuring follow-through on action items, project deadlines, and cross-department communication.
• Maintain oversight of multiple ongoing projects, tracking progress, timelines, and crucial dependencies.
• Support development of presentations, reports, and company-wide communications.
• Coordinate executive participation in investor relations, board meetings, and corporate strategy sessions.

• Represent Aethos values in all interactions—team-focused, solutions-driven, and detail-oriented.
• Support coordination of leadership team offsites, company gatherings, and key hospitality experiences.
• Partner with People & Culture to elevate employee experience initiatives and internal communications.

• Serve as a trusted advisor to the CEO, helping maintain alignment, momentum and prioritisation across the organisation.
• Handle confidential information with absolute discretion.
• Manage sensitive HR- or finance-related documentation for the executive team.
• Exercise impeccable judgment in a high-trust environment.

Qualifications & Experience

• 3+ years of experience as an EA, Office Manager, Chief of Staff assistant, or similar support role.
• Experience in hospitality, hotels, luxury lifestyle brands, or fast-growth startups.
• Exceptional organisational, time management, and multitasking abilities.
• Strong written and verbal communication skills in English; additional languages are a plus.
• High proficiency in digital tools: Google Workspace, Microsoft Office, Slack, Notion, project management tools.
• Ability to work hybrid and adapt to a dynamic schedule, including occasional travel.
• Comfort working in an environment undergoing constant change and rapid expansion.
• HR admin background is a bonus

Why Join Us?

• This is a unique opportunity to work closely with the CEO at a pivotal stage of growth, helping shape how the organisation operates and thrives.
• Opportunities for professional growth
• Exposure to a fast-paced international multi-property business
• Hybrid work

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.