CORE COMPETENCIES / ROLES AND RESPONSIBILITIES:
As an Executive Administrative Assistant, you are responsible for performing the following tasks to the highest standards:
- Guest Feedback replies (all channels) daily
- Collating and formatting EOM Report to owners (monthly)
- Collating documentation for BOSS in preparation for QA from relevant departments with DO (annually)
- CARE Committee action points spreadsheet up to date monthly
- Ensure Audit documentation in operations is up to date and ready with DO (Security, ENG, FB)
- Join some meetings and provide translation to GM/DO
- Preparation of CAPEX/FFE submissions
- Assist Operations when required
- Working closely with members of the Hotel management team and Team Members and maintaining harmonious relations at all times
- Provides office operations support such as receiving and screening telephone calls and visitors
- Scheduling meetings on behalf of the GM / DO
- Competent in compiling reports and presentations in a number of formats
- Filing and maintaining a well-organized data base
- Opening and reviewing incoming mail
- Responding to inquiries and other specific duties related to the role
- Take action to ensure overall success of the hotels operations, especially within internal communication
- Have knowledge of the hotel, its services, and facilities
- Handle guest inquiries, requests and resolves guest complaints as instructed by the GM / DO
- Ensure an exceptional level of customer service delivery at all times by providing personal assistance to the guests with a professional, pleasant and positive manner at all times.
- Maintain good relationship with your colleagues, supervisors and other department
- Assist other departments wherever necessary and maintain good working relationships
- Attend training and meetings when required.
- Execute clerical and administrative duties as assigned and answer correspondence related to the hotels operations, ensure to keep track and notice on outstanding issues.
- Perform a broad array of general office functions including typical duties but not strictly limited to filing, data entry, phones (handle all inquiries within my capacity), posting notices, scanning, copying, word processing utilizing templates. Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks.
- Maintain records efficiently and accurately and prepare clear and concise reports (meeting minutes).
- Assists in composing letters and memos.
- Demonstrate a great time management skill to ensure meeting deadlines and to keep up with operation flow. However, when the responsibilities of your position so warrant, you may be required additional levels of commitment and willing to extend extra duty hours especially when the need arises and if work will have to finish within the day especially if the jobs are directly guest affected
- Carry out any other reasonable task set by the Hotel's Management.
What are we looking for?
An Executive Secretary 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:
- College Degree and above.
- Minimum 2-3 years of 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 English and Chinese to meet business needs.
- Proficient in Microsoft Office.
- Able to do basic translations, advantageous.
