Gran Villa Rosa is a private luxury resort specializing in high-end weddings, corporate events, and exclusive private celebrations. We are looking for a highly organized, service-minded Event Operations & Administrative Assistant to support both the Operations Manager and the Owner in the smooth coordination of events and daily administrative tasks.
This role is ideal for someone who enjoys structure, follows processes carefully, and works efficiently behind the scenes while remaining calm and professional in a dynamic event environment.
Role Overview
The position focuses on logistical coordination, information flow, and administrative support to the General Manager. He/she also gathers, confirms, and organizes operational details, liaising with clients and suppliers, and reports all relevant information to the Operations Manager.
This role does not involve overall event management or decision-making.
Key Responsibilities
* Administrative Support
* Handle receipts, invoices, and basic financial administration
* Sort, archive, and maintain contracts (digital and physical)
* Support purchasing and orders related to events and operations
* Provide general administrative support to daily resort operations
* Event Operations Support
* Coordinate logistical details related to events (weddings, corporate events, private celebrations)
* Prepare and update event schedules and timelines in coordination with the Operations Manager
* Follow up on deliveries and services (flowers, cake, rentals, rooms, transportation, etc.)
* Be present on the event day to assist to key deliveries and transportation
* Communicate operational updates clearly and efficiently
* Client & Supplier Coordination
* Liaise with clients to finalize logistical details (approved schedules, transportation, timings)
* Respond to operational and logistical client inquiries, ensuring accurate information and escalating when needed.
* Arrange transportation: drivers, shuttles, taxis, and deliveries
* Coordinate with external suppliers
* Ensure all details are confirmed and correctly communicated internally
Requirements
* Experience in hospitality (events, front desk) is a must.
* Strong digital and organizational skills
* Excellent attention to detail
* Clear and professional communication skills (written and verbal)
* Ability to manage multiple small tasks efficiently
* Service-oriented and solution-driven mindset
* Languages: Spanish & English
* Experience with logistics or supplier coordination is a plus
Personal Skills
* Responsible and reliable
* Proactive, energetic and well organized
* Comfortable working in a fast-paced environment
* Schedule flexibility (Event days may require evening and late-night presence to support guest departures and transportation coordination).
* Enjoys routines while remaining calm when unexpected situations arise
We Offer
* A varied and meaningful role in an exclusive, international environment
* Close exposure to luxury event operations
* A small, dedicated team with clear roles and high autonomy
* Competitive compensation
* A beautiful and inspiring workplace