Executive Assistant

Company Description Nautilus Resort Rarotonga is a tranquil 4.5-star boutique beachfront resort overlooking the renowned Muri Lagoon. The property features 17 premium villas that blend Polynesian architecture, natural materials, and local artwork to reflect the lush tropical surroundings. Each villa offers a saltwater plunge pool, furnished outdoor deck, private open-air shower, and a mini kitchenette, along with modern entertainment and communication systems. Guests enjoy spa services at Spa Nautilus, opulent waterfront dining and a cocktail bar, water sports, and marine and cultural awareness activities. The resort is a premier destination for discerning travelers seeking serenity, comfort, and exclusive style in one of the world’s most desired tropical locations.

Nautilus Resort is seeking a highly organised, remote Executive Assistant based in the Philippines to be the General Manager’s right hand — keeping the team connected, the GM’s day on track, guests looked after online, and our people processes running smoothly.

 

Employment type – Full-time contractor, Monday to Friday. Start time 12:00pm Cook Islands Time (CKT, UTC−10) — 6:00am Philippine Time (PHT, UTC+8), Tuesday to Saturday PHT

Shift length – 8 hours plus an agreed break; occasional flexibility for events, VIP arrivals or urgent guest matters

Equipment – Candidate provides their own professional-grade computer, headset, webcam, backup power and internet (see Equipment section)

 

The role suits a proactive, discreet professional with luxury hospitality or executive support experience, a strong eye for design and warm, polished written English.

Key responsibilities

1. General Manager support and team communications

• Manage the GM’s email inbox: triage, flag priorities, draft replies and follow up on outstanding items.
• Prepare a daily briefing for the GM covering arrivals, VIPs, key emails, deadlines and open issues.
• Circulate team announcements, memos, policy updates and the weekly staff newsletter or bulletin.
• Coordinate messages between departments via email, WhatsApp/Messenger groups or team chat, and track actions to completion.
• Prepare agendas, take minutes and distribute action lists for management and department meetings.
• Maintain an organised shared drive, contact lists and document templates.

2. Scheduling and diary management

• Manage the GM’s calendar, appointments, calls and reminders across time zones.
• Schedule management meetings, supplier visits, inspections, interviews and staff training.
• Assist department heads with staff rosters and leave calendars, and flag coverage gaps.
• Book travel and accommodation for the GM and visiting staff, contractors or partners.
• Track key dates: licence and insurance renewals, contracts, maintenance services, compliance deadlines.

3. Management reports

• Compile daily, weekly and monthly reports: occupancy, ADR, RevPAR, revenue by department and booking pace.
• Track channel mix (direct vs OTA), lead time and cancellation trends.
• Summarise guest satisfaction scores, review ratings and recurring feedback themes.
• Prepare labour reports: hours, overtime, leave balances and payroll inputs.
• Build presentation-ready reports, dashboards and slide decks for the GM and owners.
• Maintain spreadsheets and trackers for budgets, purchasing and project progress.
• Assist with data entry

4. Graphic design and social media

• Create on-brand graphics in Canva (or Adobe) for social posts, stories, reels covers, flyers, menus, signage and email newsletters.
• Plan and maintain a monthly content calendar for Facebook, Instagram, TikTok and Google Business Profile.
• Write captions and hashtags, schedule posts, and publish promotions and event announcements.
• Source, organise and edit photos and short videos supplied by on-site staff.
• Monitor and respond to comments and direct messages within agreed response times.
• Report monthly on reach, engagement, follower growth and enquiries generated.

5. Guest communications

• Respond to email, website, social and OTA enquiries with warm, accurate and timely replies.
• Maintain guest profiles in the CRM.

6. Guest engagement and reputation management

• Monitor reviews daily
• Draft personalised, professional responses to every review for GM approval, within 48 hours.
• Track ratings and rankings, and highlight trends and operational issues to department heads.
• Run guest satisfaction surveys and share results.
• Support loyalty, repeat-guest and direct-booking campaigns, including email marketing (e.g. Mailchimp).
• Keep OTA listings, website content and photos accurate and up to date.

7. Events

• Assist with planning weddings, private functions, group bookings, themed nights and staff events from enquiry to wrap-up.
• Prepare event proposals, quotes, run sheets, function sheets and supplier bookings.
• Design event collateral: invitations, menus, programmes and signage.
• Track deposits and payments, and collect post-event feedback.

8. Human resources

• Recruitment: write and post job ads, screen applicants, schedule interviews and prepare offer letters.
• Onboarding: prepare contracts, induction packs and checklists; set up system access; coordinate training.
• Records: maintain confidential employee files, contracts, certifications and visa/work-permit expiry tracking.
• Time and payroll: collect timesheets, track leave and overtime, and prepare payroll inputs for approval.
• Training: schedule training, track compliance certificates (food safety, first aid) and keep the training register.
• Performance: schedule probation and annual reviews, and prepare review documents.
• Policies: maintain the staff handbook, job descriptions and HR policies, aligned with Cook Islands employment law.
• Engagement: coordinate staff recognition, birthdays, team events and staff surveys.
• Offboarding: prepare exit documents, final-pay inputs and exit interviews.

Qualifications, Skills & Experience

Essential

• 3+ years as an Executive Assistant, Virtual Assistant or PA, ideally supporting a senior manager.
• Hospitality, hotel or resort experience (front office, reservations, guest relations or admin).
• Excellent written and spoken English, with a warm and professional tone.
• Strong skills in Google Workspace and/or Microsoft 365 (Gmail/Outlook, Calendar, Docs/Word, Sheets/Excel).
• Proven graphic design skills in Canva, with a portfolio of social media work.
• Experience managing business social media accounts (Meta Business Suite, Instagram, TikTok).
• Highly organised, reliable and self-directed, with strong attention to detail.
• Discretion with confidential HR, financial and guest information.

Desirable

• Bachelor’s degree in Hospitality, Tourism, Business Administration, HR or Communications.
• Experience with a hotel PMS (e.g. Cloudbeds, Mews, Little Hotelier, RMS) and channel managers.
• Experience with review platforms and reputation tools (TripAdvisor, Google Business Profile, OTA extranets).
• HR administration experience: recruitment, onboarding, timesheets and payroll inputs.
• Event coordination experience: weddings, functions or groups.
• Adobe Creative Suite, CapCut or basic video editing.
• Email marketing (Mailchimp) and basic website editing (WordPress, Wix or Squarespace).
• Familiarity with Pacific Island culture and tourism.

Personal attributes

• Calm and solution-focused under pressure.
• A natural communicator who builds rapport with remote teams.
• Proactive: anticipates needs rather than waiting for instructions.
• Comfortable with an early-morning (Cook Islands) / overnight (Philippines) schedule.

Equipement & Work Environment

The candidate supplies and maintains all of their own professional-grade hardware and connectivity.

Item

Minimum requirement

Computer – Laptop or desktop – Intel i5 / Ryzen 5 or better, 16 GB RAM, SSD, less than 4 years old

Monitor – Second monitor recommended

Primary internet – Fibre or cable, at least 25 Mbps download / 10 Mbps upload

Backup internet – Separate provider or mobile hotspot (e.g. a second network’s pocket WiFi)

Backup power – UPS and/or generator or power station able to run computer and router for 2+ hours

Headset – Noise-cancelling headset with microphone

Webcam – HD webcam (720p minimum) for video meetings

Phone – Smartphone with WhatsApp and authenticator apps

Security – Up-to-date operating system, licensed antivirus, password manager, two-factor authentication on all resort accounts

Workspace – Quiet, private, professional space suitable for video calls

• Resort software accounts (email, PMS, design, social media) are provided by Nautilus Resort and remain resort property.
• Confidential guest and staff data must not be stored on personal drives or shared outside approved systems.
• Candidates should provide a speed-test screenshot and a description of their backup setup with their application.

How to apply

Send the following with the subject line “Executive Assistant — Nautilus Resort”:

1. CV/resume.
2. A short cover letter explaining your hospitality and EA experience.
3. A portfolio of 3–5 Canva or social media designs.
4. A screenshot of your internet speed test and a description of your backup power and internet.

Position available for immediate start.