The Executive Administrative Assistant will be responsible for supporting the General Manager on a daily basis. This is a crucial role within the Executive Office which is relied upon heavily to assist in the daily operation of the this capacity one will be responsible for managing the General Managers schedule organizing meetings within and outside the Hotel creating PowerPoint and Excel documents arranging executive travel needs liaising with guests and Owners alike. This position will also include but not limited to assisting with administrative needs training and general office projects under the direction of the General Manager. In addition to supporting the General Manager the Executive Assistant will also support the Hotel Manager role. This individual will also maintain confidentiality and communicate related information to colleagues.

Organizational Structure

The Executive Administrative Assistant will report directly to the General addition they will support the Hotel Manager.

Duties and Supporting Responsibilities

• Maintain the General Managers calendar inclusive of but not limited to scheduling of all appointments

Answer telephone calls and handle enquiries professionally

Handle all incoming/outgoing correspondence and documents maintain filing

• Communicate and coordinate with EXCO/Corporate Office/Owners on behalf of the General Manager

Prepare files and documents for periodic meetings chaired or attended by the General Manager

• Take meeting minutes at the General Managers request and maintain all requisite follow up or follow through with the necessary corresponding updates
• Prepare presentations and other documentation as required for the Executive Office or as required by the General Manager
• The ability to construct multi-media presentations presentation materials status reports as required

Handle communication with guests on behalf of the Executive Office

• Handle reservations for VIPs when necessary ensuring that all VIPs and repeat guests requirements are arranged prior to arrival using guest history information and through pre-arrival calls and research

Ongoing awareness of the importance of collection of guest history information

• Handles all guest comment analysis; Salt Comment Cards Letters and Email and appropriate response correspondence
• Handles guest complaints expeditiously to complete resolution

Collect and sort out all incoming/outgoing mail

Prepare purchase orders expense report and invoices keeping track of monthly expenses logged in the public finance checkbook

Make domestic and international travel arrangements for the General Manager and organize room reservations for visiting Corporate Team members handle/process all complimentary requests and barters for sales

Manage office supplies and par stocks

• Perform any additional duties as assigned by the General Manager

EOE/AA/Disabled/Veterans

What are we looking for

Customer Focus

Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information (or preferences) and uses it for improvements in products and services; acts with customers/ colleagues in mind. Establishes and maintains effective relationships with both internal and external customers and gains their trust and respect.

Managing Vision and Purpose

Communicates a compelling and inspired vision or sense of core purpose; talks beyond today; talks about possibilities; is optimistic; creates mileposts and symbols to rally support behind the vision and can inspire and motivate the team.

Process

Drive for Results

Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.

Functional and Technical Skills

Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.

Organizing

Can marshal resources (people funding material and support) to get things done; can orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner. Sets clear goals and responsibilities monitors progress and results.

Problem Solving

Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesnt stop at the first answers. Makes good decisions based upon a mixture of analysis wisdom and experience.

Time Management

Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities. Makes decisions in a timely manner.

Preferred Requirements

• Colleague degree preferred as well as a minimum of 3 years of Senior Executive Administrative experience
• Previous experience in a luxury hotel environment or high-end establishment
• Must be able to prioritize and handle concurrent multiple tasks
• Adheres to strict confidentiality and information privacy requirements; sound discretion
• Must be able to demonstrate sound judgment superior decision making and problem solving skills
• Perform a myriad of duties with extreme care and attention to detail
• Displays a willingness to get involved and provide assistance to fellow colleagues and outside contacts

• Ability to work independently
• High level of proficiency in multiple computer applications to include but not limited to Microsoft Office Applications; Word Excel PowerPoint and Outlook.
• Knowledge of OnQ Property Management GoConcierge OpenTable is suggested
• Ability to track and maintain appointments through a daily/monthly calendar
• Excellent communication skills both written/verbal in the English language
• The ability to take short hand and/or minutes/dictation
• Requires high levels of interaction with all members of Hotel staff; excellent interpersonal skills is a must
• Possess a high degree of integrity energy poise professionalism and the ability to remain flexible as priorities shift

• Must be willing to work a flexible schedule which may include weekend/evening shifts
• Must maintain a positive attitude towards work and interact with hotel guests in a congenial and polite manner

Professional and appropriate business appearance and presentation

Strong typing and organizational skills

Each of the items listed is considered an essential function of the the duties responsibilities and requirements presented in this job description are intended to be broad based and high level and should not be construed as an exhaustive list of all roles or responsibilities for the Company reserves the right to alter the duties and responsibilities of the position.

It is Company policy to comply with the Americans with Disabilities Act including by providing reasonable accommodations that do not constitute an undue hardship on the or applicants should direct requests for accommodation to the Director of Human Resources.

Working with Hilton:

Since being founded in 1919 Hilton has been a leader in the hospitality industry. Today Hilton remains a beacon of innovation quality and success. This continued leadership is the result of our Team Members staying true to our Vision Mission and Values. Specifically we look for demonstration of these Values:

• Hospitality - Were passionate about delivering exceptional guest experiences.
• Integrity - We do the right thing all the time.
• Leadership - Were leaders in our industry and in our communities.
• Teamwork - Were team players in everything we do.
• Ownership - Were the owners of our actions and decisions.
• Now - We operate with a sense of urgency and discipline

In addition we look for the demonstration of the following key attributes:

• Quality
• Productivity
• Dependability
• Customer Focus
• Adaptability

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!