Personal Assistant

Roles and responsibilities

A Personal Assistant maintains an efficient and effective Executive Office via the distribution of internal and external mail, independent correspondence and up-to-date registry system. Specifically, a Personal Assistant will perform the following tasks to the highest standards:

• Assist the General Manager in recruitment process of expatriates and coordinate the application of related work visas and permits. Responsible for maintenance of expatriate associates personal files including contract, leave and travel administration to ensure they are kept updated and in strict confidence
• Compile and submit management reports in a timely manner
• Attend and record minutes of meetings (ie. OMM and Excom meetings); oversee the accurate translation of OMM minutes
• Monitor administration standards to ensure adherence with corporate guidelines
• Responsible for the effective translation and prompt circulation of government documents to ensure stipulations are complied
• Supervise the day-to-day functions of Secretary; review performance standards of departmental secretaries and recommend or develop/conduct appropriate training/counselling sessions
• Co-ordinate special reservation requests made through the Executive Office
• Complete other duties as assigned
  
  

What are we looking for?

A Personal Assistant serving Hilton brands are 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:

• Minimum 5 years relevant experience (preferably in a medium to large size hotel); 3 of which must be in a similar capacity
• Good understanding of hotel operations, practices and procedures
• Proficient with MS Word, Excel, PowerPoint and Outlook and office equipment
• Strong communication and human-relation skills

Desired candidate profile

A Personal Assistant (PA) provides administrative support to individuals, often executives, managers, or other high-level professionals, helping them manage their schedules, communications, and day-to-day tasks. The role is essential for ensuring that their employer's work and personal life run smoothly and efficiently. Below are the key skills required for a Personal Assistant:

Organizational Skills

• Time management: Efficiently manage multiple tasks and priorities, scheduling appointments, meetings, and events to ensure that deadlines are met and time is used effectively.
• Calendar management: Coordinate and maintain the executive's calendar, scheduling appointments, meetings, and travel, ensuring no conflicts or missed opportunities.
• Task delegation: Assist with delegating tasks, ensuring that important assignments are completed on time and that the workload is balanced.
• Project management: Oversee specific projects or tasks, tracking deadlines, progress, and ensuring successful completion with minimal supervision.
• File management: Maintain both physical and digital files, organizing documents, contracts, and correspondence for easy access.

Communication Skills

• Verbal communication: Clearly articulate information, whether speaking with clients, colleagues, or external partners. Must also be able to convey instructions in an understandable manner.
• Written communication: Draft and proofread emails, memos, reports, and other written materials. Ensure that all correspondence is professional, clear, and error-free.
• Confidentiality: Handle sensitive information with discretion and confidentiality, respecting privacy and maintaining trust with the employer.
• Relationship management: Act as a liaison between the employer and external clients, customers, and colleagues, fostering positive relationships and representing the employer's interests.

Technology Proficiency

• Microsoft Office Suite (Word, Excel, PowerPoint): Proficient in using Word for document creation, Excel for data management and reports, and PowerPoint for presentations.
• Calendar and scheduling software: Knowledge of tools like Google Calendar, Microsoft Outlook, or scheduling software to manage appointments and meetings.
• Communication tools: Experience with email platforms (e.g., Gmail, Outlook), video conferencing tools (e.g., Zoom, Teams), and messaging apps to facilitate communication.
• Project management software: Familiarity with tools like Trello, Asana, or Monday.com to track tasks and projects.
• Social media: Manage social media accounts and communication when required, maintaining the employer's professional image and online presence.