Personal Assistant to the General Manager - Waldorf Astoria Doha West Bay!

Job description

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An Administrative Assistant assists the General Manager with scheduling, planning, coordinating, and supporting.

What will I be doing?

As Administrative Assistant, you assist the General Manager with scheduling, planning, coordinating, and supporting. Specifically, you will be responsible for performing the following tasks to the highest standards:

Administrative Activities:

·  Schedule and manage General Manager calendar and travel arrangements
·  Draft and/or prepare memorandums and business correspondence for General Manager, ensuring the accuracy of all documents provided
·  Organize and prioritize incoming calls received for General Manager (re-routing or assisting callers as needed)
·  Maintain departmental correspondence for General Manager
·  Take meeting notes for General Manager
·  Design and prepare departmental reports (i.e. charts, graphs, tables, business plans)
·  Create and develop visual presentations for General Manager
·  Prepare expense reports
·  Pull, research, or enter data into spreadsheets and/or databases
·  Monitor incoming emails, prioritizing issues and responding to any requests possible
·  Maintain contact lists and task lists for General Manager as necessary
·  Coordinate the on-boarding of new and/or transferring team members into the department
·  Track the departmental budget and expenditures in coordination with General Manager

Coordinating Activities:

·  Responsible for the coordination and support of the General Manager department
·  Acts as liaison between various departments and General Manager
·  Ensure all daily operational functions of General Manager are completed smoothly and efficiently
·  Manage inventory control for General Manager (i.e. collateral, supplies)
·  Coordinate the General Manager department's external events
·  Coordinate the department vendor and/or third party written or verbal communication
·  Coordinate department activities
·  Schedule meetings and completes arrangements for meeting venues and food and beverage as required
·  Completes special projects as required d

What are we looking for?

An Administrative Assistant 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:

·  Self-starter, well-organized, extremely detail-oriented, and assertive team player willing to take ownership of responsibilities, and possess a high level of positive energy and drive
·  Excellent time management, organizational, coordination, and communication skills (verbal and written)
·  Able to effectively communicate while employing diplomacy with high level executives within the organization on a global scale
·  Capable of handling multiple projects simultaneously with little supervision
·  Able to manage multiple priorities and set appropriate trace systems to track projects and work
·  Able to complete assignments on time, or advises in advance of any delays
·  Able to effectively deal with employees and customers, some of whom will require high levels of patience, tact and diplomacy to defuse anger and collect accurate information
·  Able to access and accurately input information using computer word-processing, database and/or spreadsheet programs, specifically the Microsoft Office Suite
·  Must be able to type 60 wpm
·  Due to the confidential nature of the General Manager function, absolute discretion must be exercised with all documents and information
·  Able to occasionally work overtime when the department is faced with critical deadlines

To carry out your job effectively, you will need to demonstrate proficiency with the following personal skills, qualities and attributes:

·  High school diploma
·  Minimum two (2) years of clerical/administrative experience required

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

·  Post-secondary degree/diploma
·  Significant experience in discipline
·  High proficiency with Microsoft Word, Excel, PowerPoint and Outlook preferred
·  Familiarity with MS Visio and Access

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!