Executive Assistant

Are you a highly organized and detail-oriented individual with excellent communication skills? Do you have experience in administrative support roles, particularly in a hotel or similar environment?

• Scheduling and Meetings: Arrange appointments and meetings for the General Manager, ensuring they are properly recorded in the calendar/diary. Ensure the General Manager has all necessary documentation for each meeting.
• Meeting Attendance and Minutes: Attend meetings such as Department Head Meetings and Executive Committee Meetings when required. Take accurate minutes during these meetings for future reference.
• Visitor Management: Greet and receive visitors and guests on behalf of the General Manager. In the absence of the General Manager, handle queries and concerns, ensuring they are resolved appropriately.
• VIP Arrangements: Arrange and coordinate room and restaurant reservations for VIP guests and personnel, as needed.
• Document Management: Assist the General Manager with hotel-related official documents, such as reports, thank-you letters, and complaint letters. File and record all business documents as required.
• Correspondence: Maintain and distribute both internal and external mail in an organized manner. Handle independent correspondence as necessary.
• Data Management: Assist the General Manager in compiling guest data for service quality improvement and other necessary reports.
• Office Supplies and Organization: Order and maintain office supplies to ensure the Executive Office is well-equipped.
• Confidentiality: Maintain the strictest confidentiality at all times regarding sensitive hotel matters and general office information.
• General Office Support: Demonstrate knowledge of the hotel's organizational structure, cooperate with various departments, and assist in managing priorities.
• Other Administrative Tasks: Prepare and maintain files, reports, letters, memorandums, and other business documentation, ensuring all deadlines are met. Support the smooth handling of any business-related issues that may arise.
• Adherence to Policies: Abide by hotel policies and procedures, maintaining the highest standards of professionalism and personal presentation in line with industry values.

Benefits of this role include a competitive salary, opportunities for career growth, and a dynamic work environment.

Additional requirements for this position include:

• Strong Organizational and Communication Skills: The ability to manage multiple tasks and prioritize effectively while communicating clearly and professionally.
• Professional Attitude and Demeanor: A positive attitude and professional demeanor, with the ability to interact with senior management and guests in a respectful and courteous manner.
• Ability to Handle Confidential Information: Discretion and confidentiality when dealing with sensitive and confidential information.
• Experience in Administrative or Executive Support Roles: Experience in administrative or executive support roles, particularly in a hotel or similar environment.
• Proficiency in Document Management, Correspondence, and Scheduling: Proficiency in document management, correspondence, and scheduling, with the ability to manage complex systems and processes.
• Excellent Interpersonal Skills: Excellent interpersonal skills, with the ability to work well within a team and build strong relationships with colleagues and guests.
• Flexibility and Adaptability: Flexibility and adaptability, with the ability to meet changing priorities and demands in a fast-paced environment.
• Problem-Solving and Multitasking: A proactive approach to problem-solving and multitasking, with the ability to manage multiple tasks and prioritize effectively.
• Industry Knowledge: Familiarity with industry practices and procedures, including Hilton's policies and procedures.