Executive Hospitality Virtual Assistant for Hotels and Restaurant Groups
An executive hospitality virtual assistant takes the office work off a general manager’s or owner’s desk: the inbox, owner reports, vendor contracts, hiring paperwork and the calendar. Your assistant works remotely from the Philippines or South Africa, so you spend your day with your team and your guests.
Book a free discovery call
One flat recruitment fee. You hire your assistant directly, with no monthly markup.
From your first call to a vetted shortlist.
Replacement guarantee if the hire isn’t the right fit.
Businesses served since 2014.
What Is an Executive Hospitality Virtual Assistant?
An executive hospitality virtual assistant is a remote professional who supports the leaders of hotels, resorts, restaurant groups and event venues. Some businesses call the role a hospitality executive assistant. Either way, the job is the same: your assistant works for the general manager, owner or director of operations, and guests never deal with them. Your front desk, reservations and housekeeping teams keep running the property, and your assistant runs the leader’s office.
Most GMs split their day between the floor and the back office. Owner calls, P&L questions, supplier quotes, staffing gaps and a full inbox all land on one desk. Your hospitality virtual assistant takes the back-office half, so you have more time where guests and staff need you.
What Does an Executive Hospitality Virtual Assistant Handle?
Your assistant takes over eight areas of office work, so you can spend your time on the floor, with your team and with your guests.
Inbox and calendar management
Sorts your inbox, answers routine messages and flags the urgent ones. Books meetings with owners, brand representatives and department heads, and protects time for walk-throughs and service periods.
Owner and management reporting
Pulls figures from your property management system, POS and accounting software into the weekly or monthly owner report. Tracks occupancy, ADR and RevPAR against budget, formats your STR benchmarking results and sends you a draft to review. Learn more about financial and bookkeeping support.
Vendor and supplier coordination
Requests quotes, compares pricing, follows up on deliveries and tracks renewal dates for linen, food and beverage, waste and maintenance contracts. Keeps a renewal calendar, so no contract renews at the old rate without your approval. See how supplier management works.
Hiring and staff admin
Posts job ads, screens applications against your criteria, books interviews, sends offer paperwork and tracks onboarding documents. Updates staff schedules in your scheduling tool based on input from your department managers. For team-wide admin, add a virtual administrative assistant.
Guest review responses
Drafts replies to Google, Tripadvisor and OTA reviews in your brand voice. Sends anything sensitive to you first, and logs repeat complaints so you can fix the cause.
Group sales and events support
Logs incoming RFPs, prepares proposal drafts, follows up on contracts and deposits, and drafts banquet event orders (BEOs) for your events team.
Travel, owner meetings and brand visits
Plans travel for multi-property operators, prepares agendas for owner meetings and brand audits, and gathers the documents you need ahead of time.
License and compliance reminders
Tracks liquor license renewals, health inspections, fire safety certificates and insurance dates, and reminds the right person well before each deadline.
You Stay in Control of Every Decision
A Sample Week With Your Assistant
Every property runs differently. Here’s how a typical week might look.
Inbox cleared, weekly priorities set and owner meeting booked
Supplier quotes compared and contract renewals flagged
Candidate interviews booked and onboarding documents tracked
Review replies drafted and RFP follow-ups sent
Owner report draft ready for your review
Which Problems Does a Hospitality Virtual Assistant Solve?
Hotel leaders face short staffing and rising costs at the same time. Here’s where a remote assistant takes the pressure off.
of hoteliers say their properties are understaffed
name labor costs as a top financial pressure
Source: American Hotel & Lodging Association 2026 survey of 246 hoteliers
Leaders covering for short staffing
In the American Hotel & Lodging Association’s 2026 survey of 246 hoteliers, more than half said their properties are understaffed. When a department runs short, the GM covers the gap, and the office work waits until after hours. Your assistant keeps that work moving while you cover the floor.
Rising labor costs
The same survey ranked labor costs as the second-biggest financial pressure on hotels, named by 65% of respondents. A remote assistant costs far less than an on-site office hire, and you don’t need to find desk space on the property.
Slow replies to owners, guests and suppliers
When the GM answers every email personally, replies slip by days. Your assistant answers routine messages the same day and puts the important ones in front of you first.
Reports that eat your weekends
Many GMs build the owner report on a Sunday night. Your assistant compiles the numbers during the week and hands you a draft that needs only your review and commentary.
Knowledge stuck in one person’s head
Your assistant writes a step-by-step checklist for each recurring task, from the month-end report to supplier reorders. Work keeps moving when you’re on vacation or a key manager moves on.
Which Hospitality Software Should Your Virtual Assistant Know?
| Area | Common tools |
|---|---|
| Property management systems |
|
| Restaurant POS |
|
| Staff scheduling |
|
| Reservations |
|
| Sales and catering |
|
| Accounting and back office |
|
| Reviews and reputation |
|
Tell us your tools on your discovery call. We test candidates in the software your role needs. If nobody on the shortlist has used one of your systems, we choose candidates who have learned similar tools quickly.
How Do You Keep Guest and Payment Data Safe?
Every candidate passes a confidentiality scenario during our vetting. We also recommend four rules for any remote hire:
- Use role-based logins. Give your assistant their own PMS and POS login with no view of full card numbers. Card data falls under PCI DSS, and your assistant’s job never needs it.
- Keep money approvals with you. Payments, refunds, and contract signatures stay with you or your controller.
- Share access safely. Use a password manager and shared folders, and never send passwords by email.
- Close access fast. Remove every login on the same day if the working relationship ends.
What Skills Should a Hospitality Executive Assistant Have?
These five skills matter most in hospitality. For the full list, see our virtual executive assistant skills checklist.
Hospitality vocabulary
Your assistant knows occupancy, ADR, RevPAR, covers, food cost percentage, comps, BEOs and OTAs, so you don’t have to explain every task.
Calm under shifting priorities
Hotels and restaurants change by the hour. A strong assistant reorganizes the day when a group arrives early or a supplier misses a delivery.
Numbers and reporting
Your assistant works confidently in spreadsheets, checks that report figures match the source system and flags anything that looks wrong.
Warm, clear writing
Guest replies and owner updates carry your name. Your assistant writes in your brand voice and keeps every message short and polite.
Reliable hours
Your assistant works during your business hours or an agreed overlap window, and shows up on time every day.
ADR vs RevPAR: The Two Numbers Your Assistant Reports Every Week
Every hospitality assistant should know these formulas by heart.
Example result$150
Example result$120
Example: a 100-room hotel sells 80 rooms for $12,000 in room revenue in one night.
Interview Questions That Test These Skills
Ask each candidate to walk you through a real situation. Strong answers name specific steps. You’ll find more in our list of executive assistant interview questions that predict performance.
An owner emails at 7 a.m. asking why RevPAR dropped last week. You’re in a staff meeting until 10. What do you do?
Listen for
- Pulls the report
- Drafts a short summary for you
- Sends the owner a quick reply saying you’ll follow up
- Doesn’t guess at causes
A guest leaves a one-star review about a billing error. How do you respond?
Listen for
- Checks the guest folio
- Drafts an apology for your approval
- Flags the error to accounting
Two suppliers quote for the same linen contract. How do you compare them?
Listen for
- Unit price
- Delivery frequency
- Minimum order
- Contract length and payment terms
What’s the difference between ADR and RevPAR?
Listen for
- ADR divides room revenue by rooms sold
- RevPAR divides room revenue by rooms available
How Do We Vet Every Executive Hospitality Virtual Assistant?
Every candidate passes three stages before they reach your shortlist:
- Experience and English screening. We confirm real experience supporting executives or business owners, and we test written and spoken English.
- Practical skills testing. Candidates complete real inbox, calendar, and reporting tasks in the software your role needs, and they work through a confidentiality scenario.
- Interview and references. Our recruiters interview each finalist about working style, reliability, and availability in your time zone, and we check references.
Candidates who fail any stage never reach you.
Pricing
$1,997 USD, one-time recruitment fee
The fee covers requirements intake, sourcing, screening, shortlist delivery, interview coordination, onboarding guidance and the 3-month replacement guarantee.
You hire your assistant directly and pay their salary to them, with no monthly markup.
Their salary depends on experience, the software they need to know and your required hours. We recommend a salary range on your discovery call. To compare rates, see our salary and cost guide by country.
Where Your Money Goes
Two simple payments. Nobody sits in the middle of your assistant’s salary.
Agency markup on your assistant’s salary: monthly fee $0
What Your $1,997 Covers
- 1
Requirements intake
- 2
Sourcing
- 3
Screening
- 4
Shortlist delivery
- 5
Interview coordination
- 6
Onboarding guidance
3-month replacement guarantee
Philippines or South Africa: Which Fits Your Property?
The Philippines
Many assistants already work US business hours. This suits US hotels and restaurant groups that want support across the workday.
Best for: US properties Read our guide to hiring an executive assistant from the PhilippinesSouth Africa
Working hours match the UK and Europe and overlap with the US East Coast morning. This suits UK and European properties, and US operators who want reports ready before the day starts.
Best for: UK, Europe and early US starts Read our guide to hiring an executive assistant from South AfricaWorking Hours Shown in US Eastern Time
See when each assistant is online compared with a 9-to-5 office on the East Coast.
South Africa times assume an 8 a.m. to 5 p.m. local workday during US daylight saving time. Your assistant’s exact hours are agreed when you hire.
Who This Works For
- General managers at independent and branded hotels
- Owners and asset managers with several properties
- Restaurant group founders and directors of operations
- Resort, boutique hotel and event venue operators
Hire an Executive Hospitality Virtual Assistant
Tell us how your property runs. We match you with a vetted assistant who fits your workload, your software and your hours.
- 1Free call
- 2Shortlist in 7 to 10 days
- 3You hire directly
Frequently Asked Questions
QWhat does an executive hospitality virtual assistant do?
They handle the leader’s office work: email, owner reports, supplier contracts, hiring admin, review responses and scheduling. All of it happens online, so your assistant can support your property from anywhere.
QIs a hospitality executive assistant the same as a hospitality virtual assistant?
Both titles describe someone who supports a hospitality leader. A hospitality executive assistant usually works on-site. A virtual assistant does the same office work remotely, at a lower cost and with no desk to provide.
QDoes the assistant answer guest calls or work the front desk?
No. Your assistant supports the GM or owner. Your on-property team keeps the front desk and reservations. If you need remote reservations or admin support for your team, we can scope an administrative assistant role on your call.
QCan one assistant support several properties?
Yes. Many multi-property operators use one assistant across two or three properties, with a shared task list and one reporting calendar.
QHow much does an executive hospitality virtual assistant cost?
You pay us $1,997 USD once. You then pay your assistant’s monthly salary directly. We recommend a salary range on your discovery call. For typical rates, see our salary and cost guide by country.
QHow quickly can I hire?
Most clients receive their shortlist within 7 to 10 days of their first call.
QDoes my assistant need hospitality experience?
We look for candidates with hospitality or service-industry experience first. Every shortlisted candidate passes our reporting and inbox tests, whatever their background.
Have another question? See our executive assistant FAQ or ask us directly.
Book a free discovery callMore Support for Hospitality Leaders
- Executive assistant for property management. Support for owners of rental and short-term rental portfolios.
- Virtual executive assistant. Calendar, inbox and meeting support for any leader.
- Virtual administrative assistant. Routine back-office work for your team.