Admin Executive (EA To GM)

What will you be doing

As the Admin Executive, you will provide essential administrative support to the General Manager, ensuring the smooth operation of the Executive Office. Your role will involve overseeing various tasks that maintain an efficient and effective office environment. Your responsibilities include:

• Scheduling and Meetings: Arrange appointments and meetings for the General Manager, ensuring they are properly recorded in the calendar/diary. Ensure the General Manager has all necessary documentation for each meeting.
• Meeting Attendance and Minutes: Attend meetings such as Department Head Meetings and Executive Committee Meetings when required. Take accurate minutes during these meetings for future reference.
• Visitor Management: Greet and receive visitors and guests on behalf of the General Manager. In the absence of the General Manager, handle queries and concerns, ensuring they are resolved appropriately.
• VIP Arrangements: Arrange and coordinate room and restaurant reservations for VIP guests and personnel, as needed.
• Document Management: Assist the General Manager with hotel-related official documents, such as reports, thank-you letters, and complaint letters. File and record all business documents as required.
• Correspondence: Maintain and distribute both internal and external mail in an organized manner. Handle independent correspondence as necessary.
• Data Management: Assist the General Manager in compiling guest data for service quality improvement and other necessary reports.
• Office Supplies and Organization: Order and maintain office supplies to ensure the Executive Office is well-equipped.
• Confidentiality: Maintain the strictest confidentiality at all times regarding sensitive hotel matters and general office information.
• General Office Support: Demonstrate knowledge of the hotel's organizational structure, cooperate with various departments, and assist in managing priorities.
• Other Administrative Tasks: Prepare and maintain files, reports, letters, memorandums, and other business documentation, ensuring all deadlines are met. Support the smooth handling of any business-related issues that may arise.
• Adherence to Policies: Abide by hotel policies and procedures, maintaining the highest standards of professionalism and personal presentation in line with Hilton's values.

What are we looking for

To be successful in this role, you should have:

• Strong organizational and communication skills.
• A professional attitude and demeanor, able to interact with senior management and guests.
• Ability to handle sensitive and confidential information with discretion.
• Experience in administrative or executive support roles, particularly in a hotel or similar environment.
• Proficiency in document management, correspondence, and scheduling.
• Excellent interpersonal skills and the ability to work well within a team.
• Flexibility to meet the needs of the General Manager and the wider team.
• A proactive approach to problem-solving and multitasking.
• Ability to adhere to Hilton's policies and procedures.

This role requires someone who is detail-oriented, organized, and capable of working efficiently under pressure while maintaining a high level of professionalism.