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

What will I be doing?

 

As Administrative Assistant, you assist the Area 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 Area General Manager calendar and travel arrangementsDraft and/or prepare memorandums and business correspondence for Area General Manager, ensuring the accuracy of all documents providedOrganize and prioritize incoming calls received for Area General Manager (re-routing or assisting callers as needed)Maintain departmental correspondence for Area General ManagerTake meeting notes for Area General ManagerDesign and prepare departmental reports (i.e. charts, graphs, tables, business plans)Create and develop visual presentations for Area General ManagerPrepare expense reportsPull, research, or enter data into spreadsheets and/or databasesMonitor incoming emails, prioritizing issues and responding to any requests possibleMaintain contact lists and task lists for Area General Manager as necessaryCoordinate the on-boarding of new and/or transferring team members into the departmentTrack the departmental budget and expenditures in coordination with Area General Manager

Coordinating Activities:

Responsible for the coordination and support of the Area General Manager departmentActs as liaison between various departments and Area General ManagerEnsure all daily operational functions of Area General Manager are completed smoothly and efficientlyManage inventory control for Area General Manager (i.e. collateral, supplies)Coordinate the Area General Manager department's external eventsCoordinate the department vendor and/or third party written or verbal communicationCoordinate department activitiesSchedule meetings and completes arrangements for meeting venues and food and beverage as requiredCompletes special projects as required

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 driveExcellent 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 scaleCapable of handling multiple projects simultaneously with little supervisionAble to manage multiple priorities and set appropriate trace systems to track projects and workAble to complete assignments on time, or advises in advance of any delaysAble 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 informationAble to access and accurately input information using computer word-processing, database and/or spreadsheet programs, specifically the Microsoft Office SuiteMust be able to type 60 wpmDue to the confidential nature of the Area General Manager function, absolute discretion must be exercised with all documents and informationAble 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 diplomaMinimum 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/diplomaSignificant experience in disciplineHigh proficiency with Microsoft Word, Excel, PowerPoint and Outlook preferredFamiliarity 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!