Executive Assistant (replacement for 14 month parental leave)

Job description

To assist the General Manager / Director of Operations in administrative work needs in Executive Office. It is Executive Assistant’s responsibilities to maintain smooth communication between the Executive Office and other related department by taking in charge of all incoming and outgoing correspondences.

What will I be doing? 

As the Executive Assistant, you will be responsible for performing the following tasks to the highest standards:

 

·         Performs assigned tasks and ensures their timely implementation.

·         Acts on issues and concerns in his field of activity immediately, reports action to the General Manager / Director of Operations.

·         Ensures attainment of assigned objectives.

·         Exercises responsible management and behavior at all times, positively representing the hotel management team and Hilton Worldwide.

·         Fully embraces and articulates Hilton philosophy and DoubleTree brand guidelines and policy.

·         Serves as a primary contact on Executive Office activities and handles/ coordinates administrative duties or tasks as assigned by General Manager / Director of operation.

·         Reads, routes and answers incoming mail, cc: mail and faxes.

·         Takes dictation as well as handles self-correspondence.

·         Refers routine matters to appropriate department heads for action and if necessarily follows up to ensure proper disposition.

·         Follows up on the assignments for Team Members till completion.

·         Maintains master calendar of activities for General Manager / Director of Operations.

·         Arranges meetings, appointments, travel and other details for General Manager / Director of Operations.

·         Meetings: schedules, prepares agenda, attends/ participates, issues minutes.

·         Ensures hotel & departmental policies, procedures, information is disseminated to team members.

·         Ensures Hotel & departmental reports are prepared per set schedules, collates related material.

·         Handles telephone calls and enquiries.

·         Handles/ confirms reservations routed to Operations Department office.

·         Routine documentation translation both in oral and written.

·         Organizes and maintains paper and electronic files and records.

·         Keeps personnel records and related matters of department Heads.

·         Greets visitors, ascertains nature of business and refer visitor to directors or appropriate team member.

·         Correctly grasps both strong and weak points of team members. Promotes team member growth, and develops their capabilities in line with the needs.

·         Displays good teamwork attitudes towards his colleagues and team members.

·         Offers support, opinion, information on administrative matters.

·         Be fully familiar with company policies, procedures & operations.

·         Deals effectively with a variety of personalities and situations requiring tact and consideration.

·         To attend training as set by the direction.

·         Carries out other duties that may from time to time be assigned to him.

·         Performance should be as elaborated in the job description.

What are we looking for?

An Executive Assistant, serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:

 

·         Minimum 2-year experience.

·         Computer skills – word processing, database management, etc.

·         Skills in operation of office automation, and adaptable to growing change.

·         Speak local language and proficient in oral English and business communication.

·         Administrative ability.

·         Ability to work independently and without supervision.

·         Sense of confidentiality, discretion, organizational ability and initiative.

·         Inter-personal skills and tact.

 

 

 

 

 

 

 

What will it be like to work for Hilton?

Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For a century, Hilton has offered business and leisure travellers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision to fill the earth with the light and warmth of hospitality unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all!