Chief of Staff - Hospitality

Role Summary

The Associate Vice President (AVP) will operate between the Office of the Chairman, the Executive Board and key partners. The role combines strategic coordination, operational excellence and high-touch lifestyle management. The AVP will enable the Chairman and Supervisory Boards to function with maximum effectiveness, curating time, travel, meetings and relationships with discretion and precision.

Core Roles & Responsibilities

1. Leadership Calendar & Scheduling

• Own and optimize the Chairman’s and Supervisory Board’s calendars.
• Align time allocation with strategic priorities through proactive planning and conflict-free scheduling.
• Manage an integrated view of meetings, travel, and personal commitments.

2. Supervisory Board Coordination

• Steer end-to-end Supervisory Board operations including meeting preparation, agenda setting, documentation flow, pre-reads, minutes and follow-up actions.
• Maintain governance excellence and highest confidentiality across all Board interactions.

3. Executive Board Interface

• Act as the strategic conduit between the Chairman’s office and Executive Board.
• Facilitate structured communication, update flow, and decision-tracking across leadership.
• Convert strategic direction into actionable operational tasks.

4. Meeting Preparation & Business Intelligence

• Prepare in-depth briefing notes, participant profiles, background research and talking points.
• Ensure the Chairman is fully briefed pre-meeting and updated post-meeting with key outcomes and next steps.

5. Travel Strategy & Coordination

• Plan and manage all domestic and international travel (including private aviation).
• Coordinate visas, airport facilitation, customs clearances and ground logistics.
• Curate end-to-end travel experiences — hotels, check-ins, upgrades, meals, preferences and on-ground support.

6. Lifestyle & Experience Management

• Deliver high-touch experience management across dining, wellness and hospitality during travel and events.
• Build and maintain relationships with premium global hospitality partners, concierge networks and luxury service providers.

7. VIBP & Partner Coordination

• Liaise with Very Important Business Partners (VIBPs), investors, and senior stakeholders.
• Manage meeting readiness, travel coordination and event participation with precision and warmth.

8. Communication & Information Flow

• Regulate the flow of information between leadership teams and external entities.
• Prioritise requests, safeguard confidentiality, and ensure timely escalations.

9. Documentation & Settlement Management

• Oversee documentation, reconciliation and settlement of travel, hotel and F&B expenses.
• Ensure adherence to internal control and governance protocols.

10. Meeting Follow-Through & Accountability

• Capture minutes, assign actionable items, and monitor progress.
• Provide periodic status updates on completed and pending decisions.

11. Travel Contingency & Risk Management

• Anticipate logistical challenges and maintain contingency plans.
• Manage travel disruptions, emergency needs and last-minute changes with 24×7 readiness.

12. Global Protocol & Representation

• Apply international etiquette, protocol and cultural nuances across global engagements.
• Represent the Chairman’s office with poise and precision in high-level interactions.

13. Technology & Digital Organisation

• Use advanced digital tools for scheduling, workflow management and documentation.
• Maintain well-structured digital archives for meetings, travel and board documentation.

14. Institutional Memory & Record-Keeping

• Maintain comprehensive records of leadership engagements, meeting outcomes, travel histories and important correspondence.
• Ensure continuity and ease of retrieval for institutional knowledge.

15. Standards, Discretion & Trust

• Uphold the highest standards of professionalism, confidentiality and judgment.
• Anticipate needs and deliver seamless, proactive support across all engagements.