Job Description

The Personal Assistant will provide support to the Hotel Manager in the Executive Office. The role\xe2\x80\x99s core duties will include secretarial services, coordinating activities in the Executive Office and assisting other Executive Assistants and Secretaries when required. This role oversees all administrative functions including proper distribution of internal and external mail, independent correspondence and an up to date registry system to maintain an efficient and effective Executive Office.

What will I be doing?

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

• Arrange appointments and meetings for the Hotel Manager, record them in the calendar/ diary and ensure the Hotel Manager has the appropriate documentation for each appointment.
• Attend meetings such as Department Head Meeting, 4Ds Meeting and any other when requested and take minutes of attended meetings.
• Receive visitors and guests on behalf of the Hotel Manager and in his/ her absence, answering questions and concerns and following through with resolutions.
• Arrange room and restaurant reservations for VIP guest/ personnel if requested.
• Arrange and coordinate the Hotel Manager\'s schedule and remind him/ her in time.
• Assist the Hotel Manager in compiling guest data to be used for service quality improvement.
• Assess priorities of work and, wherever possible, assist in organizing the Hotel Manager\xe2\x80\x99s priorities.
• Answer telephone calls in the Executive Office as and when required.
• Assist the Hotel Manager to deal with hotel related official documents, such as owner\'s report, thank you letters, complaint letters and other business documents.
• File and record all business documents as required.
• Check documents submitted by departments and record when use the stamp.
• Assist with translations, verbal and written.
• Maintain strictest confidentiality at all times on all matters.
• Demonstrate essential overall knowledge of the organization.
• Understand the responsibilities of other sections and departments and cooperate with them.
• Adhere to the hotel\xe2\x80\x99s security and emergency policies and procedures.
• Demonstrate professional attitude and behaviour at all times.
• Prepare and maintain files, reports, letters, memorandums and other relevant business documentation.
• Ensure all reporting and servicing deadlines are met on a timely basis.
• Maintain an accurate tracking system for prompt handling of issues concerned.
• Order and maintain office supplies.
• Abide by the team member handbook, hotel policies and procedures, hotel code of conduct.
• Maintain personal presentation to hotel standards.
• The Management reserves the right to change/ extend this job description if necessary, at any point of time during her/ his employment.
• Prepare renovation project document and action plan.
• Review analytical report and summarize key discussion points.
• Carry out any other reasonable duties and responsibilities as assigned.

What are we looking for?

A Personal 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:

• Possess a College Degree and above.
• Minimum 3 to 5 years relevant experience.
• Resourceful, creative and maintain flexibility.
• Passionate about delivering exceptional guest experiences.
• Able to work independently as well as in teams.
• Take ownership of your actions and decisions.
• Able to operate with a sense of urgency and discipline.
• Strong proficiency in written and spoken English to meet business needs.
• Proficient in Microsoft Office, (Words, excel and power point)
• Able to do basic translation, advantageous.

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 . Our vision \xe2\x80\x9cto fill the earth with the light and warmth of hospitality\xe2\x80\x9d 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!

Hilton