Personal Assistant to Area General Manager
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Job Description
EOE/AA/Disabled/Veterans
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 arrangements
- Draft and/or prepare memorandums and business correspondence for Area General Manager ensuring the accuracy of all documents provided
- Organize and prioritize incoming calls received for Area General Manager (re-routing or assisting callers as needed)
- Maintain departmental correspondence for Area General Manager
- Take meeting notes for Area General Manager
- Design and prepare departmental reports (i.e. charts graphs tables business plans)
- Create and develop visual presentations for Area 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 Area 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 Area General Manager
Coordinating Activities:
- Responsible for the coordination and support of the Area General Manager department
- Acts as liaison between various departments and Area General Manager
- Ensure all daily operational functions of Area General Manager are completed smoothly and efficiently
- Manage inventory control for Area General Manager (i.e. collateral supplies)
- Coordinate the Area General Manager departments 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
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 Area 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!
Required Experience:
Director
Employment Type
Full-Time
