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Executive Secretary to SVP & Commercial Director

Shanghai, China | Hilton Worldwide

  • Industry:
    Hospitality, Travel, & Leisure
  • Position Type:
    Full-Time
  • Functions:
    Business Development
    Sales
  • Experience:
    1-3 years
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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