Executive Secretary

Job description

An Executive Secretary is responsible for carrying out the daily activities of the Executive Office to deliver an excellent staff experience while providing secretarial support, managing the mail, and carrying out filing.

What will I be doing?

As an Executive Secretary, you will be responsible for carrying out the daily activities of the Executive Office to deliver an excellent staff experience. An Executive Secretary will also be required to provide secretarial support, manage mail, and carry out all filing. Specifically, you will be responsible for performing the following tasks to the highest standards:

·  Carry out daily administrative activities of the Executive office while adhering to Hilton Standards, policies and procedures
·  Provide secretarial support to the General Manager and Executive team
·  Ensure all communications, particularly relating to owners, guests and the Regional office are handled promptly and professionally
·  Receive and distribute mail
·  Ensure outgoing mail is dispatched in a timely manner
·  Provide minutes to Executive Team Meetings and compile management reports in a timely and accurate manner if necessary
·  Maintain adequate supplies of office stationary
·  Identify and build internal and external relationships
·  Organize and updating of agenda's
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Making travel arrangements for GM/HOD’s/team members

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Coordinate bookings of our owners followed by VIP procedure, including processing actual reservations

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Greeting of visitors / guests in absence of GM

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Planning/organization/taking minutes at MT meetings

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Planning/organization/taking minutes at OPS & F&B meetings

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Member of the BHV team

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Filtering and buffering information from the operation

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Monitoring deadlines regarding actions/reporting/projects with aiding tools (i.e. BOOST)

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Planning, organising and managing MT events

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Assist with the organization of special hotel events/projects

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Carrying out specific projects and research

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Sourcing and ordering stationery and office equipment

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Coordination of vouchers and donations

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Contact person for all art partners

·  Carry out all filing
·  Comply with all key security mandates
·  Report any maintenance issues or hazards
·  Maintain own work area in a clean, tidy and good manner
·  Report defective materials and equipment
·  Assist with special projects related to the Executive Office

What are we looking for?

An Executive Secretary 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:

·  Excellent verbal and written communication skills in English and preferably also Dutch
·  Excellent administration and IT skills
·  Committed to delivering a high level of customer service, both internally and externally
·  Flexibility to respond to a range of different work situations
·  Ability to work under pressure
·  In the possession of a valid Dutch residence and working permit

It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:

·  Previous administrative experience in a fast paced environment
·  Knowledge of hotel operations

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 nearly a century, Hilton has offered business and leisure travelers 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!