The Assistant Manager – Public Relations supports the Hotel Director in cultivating and maintaining professional relationships with local authorities and key counterparts. The role is primarily responsible for planning and coordinating VIP stays, room reservations, and on-property arrangements for official guests, ensuring a refined, discreet, and consistently high-quality experience that reflects the hotel’s five-star standards.
Working closely with the Front Desk, Reservations, Security, F&B, and Operations teams, the position ensures the seamless handling of official and high-profile guests while fostering positive, long-term relationships with local authorities. The role requires exceptional interpersonal and communication skills, a strong eye for detail, operational flexibility, and a hands-on service mindset.
Given the nature of the role, flexibility in working hours is essential, with Front Desk operational support provided as needed to ensure seamless service during VIP arrivals, peak periods, or exceptional circumstances.
Responsibilities
VIP & Local Authority Guest Handling
- Plan and coordinate VIP stays for local authorities, including room reservations, arrivals, departures, and bespoke arrangements.
- Ensure official guests receive service levels that reflect five-star standards, with the highest degree of discretion and professionalism.
- Serve as the primary point of coordination for on-property arrangements related to local authority stays.
- Support the Front Desk and Guest Relations teams in managing sensitive or high-profile stays with confidence and care.
Room Reservations & Stay Coordination
- Coordinate room reservations and allocations for local authorities with Reservations and the Front Desk, ensuring guest folios are carefully reviewed, and all documentation is accurate and complete.
- Ensure booking details, approved rates, billing arrangements, and stay requirements are clearly communicated and flawlessly executed.
- Closely monitor official stays to ensure smooth execution and resolve any issues promptly and professionally.
Relationship Management
- Work closely with the Hotel Director to establish, maintain, and strengthen positive, respectful working relationships with local authorities.
- Foster strong internal partnerships across departments to ensure consistent service delivery for official and VIP guests.
- Represent the hotel with professionalism, discretion, and impeccable grooming when interacting with local authority guests and external counterparts.
Internal Coordination
- Liaise with Security, Concierge, Housekeeping, and other departments to ensure seamless coordination for VIP stays and official visits.
- Ensure all relevant departments are fully briefed ahead of VIP arrivals and special arrangements.
- Maintain absolute confidentiality and discretion in all matters relating to local authority guests.
Reporting & Administration
- Prepare briefing notes, stay summaries, and internal reports related to VIP and local authority visits.
- Maintain accurate and up-to-date records of official stays, key contacts, and relationship touchpoints.
- Provide administrative and coordination support to the Hotel Director as required.
- Carry out additional duties and responsibilities as reasonably assigned by the management team.
