Executive Secretary to SVP & Commercial Director
Shanghai, China | Hilton Worldwide
Industry:Hospitality, Travel, & Leisure
Job Description:60 people have viewed this job
The role holder will provide full service administrative assistance and support to key commercial function leaders that include Sales, Revenue, Marketing and E-commerce. The position will involve some event management based work and a great deal of liaison with internal offices across the region and globe.
The role holder will be accustomed to working in a high-pressure environment where accuracy and attention to detail are essential.They must be able to multi-task with a positive and flexible attitude.The successful candidate will be a team player with a high degree of professionalism, loyalty, confidentiality and the ability to communicate excellently at all levels.
What will I be doing?
Administrative Activities 60%
Provides administrative assistance, including diary management, scheduling, travel arrangements, travel schedule for tax purpose, drafting correspondence, including presentations, taking phone calls, preparing expense reports, organizing conference calls/webinars and assisting with emails, tasks and contacts, plus other ad hoc administrative requests as required
Provides travel arrangement & expenses claims support for the key commercial function leaders that include Sales, Revenue, Marketing and E-commerce.
Receives and appropriately prioritizes incoming calls to the department
Maintains department correspondence and files, and co
Takes meeting notes as and when requested
Designs and prepares departmental reports, e.g. charts, graphs, tables etc
Researches, collates and enters data into spreadsheets or databases
Tracks the department budget and expenditures, and raises concerns
Drafts, participates in and completes allocated projects with minimal supervision within the required timescales
Undertakes general office duties
Maintains contact lists, group email distribution lists and task lists for the Asia Pacific Commercial Services team
Coordinating Activities 20%
Responsible for routine coordination and support of key commercial function leaders that include Sales, Revenue, Marketing and E-commerce.
Ensures on-boarding activities for new or transferring team members happen e.g. Laptop set up, mobile phone/Amex card ordering, etc
Conducts research and compiles reports as requested
Acts as a central point of contact for the Asia Pacific Commercial Services Team, answering questions, finding solutions to problems etc
Works independently or with a team on special projects as requested
Coordinates the assembly and distribution of information as requested
Coordinates the updating of people management and learning & development information e.g. Success Factors
Assists with conferences, functions and dinners when necessary
Anticipates the needs & requirements of key commercial function leaders that include Sales, Revenue, Marketing and E-commerce and takes action as necessary
Other Activities 20%
Develops and maintains productive working relationships with external and internal customers, representing the company and becoming a known point of contact.
Develops and maintain positive working relationships with members of key commercial function leaders that include Sales, Revenue, Marketing and E-commerce and their team.
Meeting, greeting and hosting guests etc
Raise any concerns or issues arising within the department to the key commercial function leaders that include Sales, Revenue, Marketing and E-commerce.
Develop and maintain a working knowledge of Hilton's products and services.
Any other duties as assigned by SVP & Commercial Director, Asia Pacific
What are we looking for?
The individual must possess the following knowledge, skills and abilities and be able to perform the essential functions of the job, with or without reasonable accommodation.
Self-starter, well organized, detail oriented, assertive, possesses initiative and takes ownership of responsibilities with a high degree of positive energy and drive
Anticipates future events and takes action to ensure that appropriate plans are put in place, where possible in advance, without the need for specific instructions
Excellent skills in time management, organization, coordination and communication (written and verbal)
Excellent diplomatic and poised communication skills.
Capable of handling multiple projects and implement appropriate tracking systems with little supervision
Completes assignments on time or advises in advance of delays
Excellent attention to detail
Able to interact effectively and tactfully with employees and customers
Manages confidential information with complete discretion
Able to work on a flexible basis and to work occasional overtime when faced with critical deadlines
Proficient in MS Office packages including Word, Excel, PowerPoint and Outlook
Ability to respond quickly and positively to the changing requirements of the role
Required Skills and Experience:
1 to 3 years of working experience, but not necessary to all be admin type of experience
Bilingual communication is required for both oral and written
Preferred Skills and Experience:
Bachelor's degree preferred
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