Executive Assistant (Chinese-Serbian-English Language)

Job Overview

As an Administrative Assistant, you will organize and coordinate the day-to-day administrative operations of the hotel, ensuring tasks are completed efficiently and in an orderly manner. You will provide Chinese–Serbian translation support and assist the department in maintaining strong communication with internal teams and external partners to support smooth hotel operations and an exceptional guest experience.

Main Responsibilities

1.Chinese–Serbian / English -Serbian Translation

• Review and translate documents, emails, contracts, and other materials between Chinese and Serbian or English and Serbian;
• Serve as interpretator (both consecutive and simultaneous) during guest receptions and international meetings;
• Ensure translations are accurate, professional, and aligned with the hotel’s brand and standards.
• Reference: Z4bEDL0JSM57l3EAgx4imR0EFl5jYiAqCJQF_JAKkkM.

2.Document Preparation & Records Management

• Draft and file administrative documents, shift arrangements, meeting minutes, notices, and reports;
• Maintain both electronic and paper archives, establishing and upholding a robust filing system;
• Regularly update and compile data reports to support management decision-making.

3.Cross-Departmental Coordination

• Monitor collaborative projects involving Reception, Housekeeping, F&B Restaurant, Engineering, and other departments;
• Communicate management directives promptly and follow up to ensure timely completion;
• Organize regular coordination meetings, track progress, and facilitate problem resolution.

4.External Vendor Liaison

• Identify, evaluate, and maintain relationships with vendors supplying office supplies, maintenance services, event planning, etc.;
• Negotiate contract terms, pricing, and payment procedures to ensure service quality and cost control;
• Conduct periodic performance reviews of vendors and propose optimizations.

5.Urgent Procurement & Logistics

• Rapidly respond to daily operations and emergency procurement needs;
• Coordinate warehousing and logistics to guarantee timely delivery of supplies;
• Track procurement processes, update statuses, and maintain accurate records.
• Drive the company vehicle to deliver production and documents, provide pick-up and drop-off service for guests or colleagues when it’s necessary.

6.Other Assignments

• Assist in organizing internal events and training sessions, such as team-building activities, celebrations, and meetings;
• Support management with special projects and research assignments;
• Complete other tasks as assigned by superiors, it's not limited the tasks mentioned above, demonstrating flexibility and adaptability.

Position Requirements

1.Language Skills:

• Fluent in Mandarin Chinese (speaking, listening, reading, writing) with excellent verbal and written communication.
• Fluent English
• Strong command of Serbian with demonstrated translation and interpretation ability.
• Proficiency in Mandarin Chinese is a must.

2.Education & Experience:

• Diploma or above in Administration, Hotel Management, Foreign Languages, or related field preferred.
• 1–2 years of experience in administrative assistance, translation, secretarial work, or similar roles within the hotel industry or large enterprises.

3. Technical Skills:

• Proficient with Microsoft Office suite (Word, Excel, PowerPoint);
• Solid document writing and formatting skills.
• Familiarity with administrative workflows and records-management standards.

4. Personal Qualities:

• High sense of responsibility and strong execution; attention to detail.
• Excellent communication and interpersonal skills; strong team player.
• Ability to work under pressure and adapt to dynamic environments.
• Clear logical thinking and strong problem-solving ability.

Please note that Chinese language skill is a must.