Executive Assistant To Cluster General Manager

Job description

An executive assistant is responsible for carrying out the daily activities of the executive office to deliver an excellent staff experience while providing secretarial support, managing the mail, and carrying out filing.

What will I be doing?

Provide high-level administrative and operational support to the cluster general manager to ensure the smooth functioning of executive responsibilities and hotel operations. This role requires exceptional organizational skills, discretion, professionalism, and the ability to handle multiple tasks with a high degree of accuracy and confidentiality. Specifically, you will be responsible for performing the following tasks to the highest standards:

Essential functions

• Manage the cluster general manager’s daily schedule, appointments, meetings, and travel arrangements across multiple properties.
• Prepare and organize internal and external meetings, including agenda preparation, minute-taking, and follow-ups.
• Maintain an efficient filing and record-keeping system for confidential documents, reports, and correspondence.
• Screen calls, emails, and requests received for executive office, handling them when appropriate or directing them to the relevant departments.
• Serve as the primary point of contact between the cluster GM, senior leadership team, corporate regional office, and internal and external stakeholders.
• Liaise with representatives of the owning company and other external business contacts to maintain strong, professional relationships.
• Draft, proofread, and edit business correspondence, presentations, and reports in a professional manner.
• Handle guest complaints or VIP requests when escalated to the executive office, ensuring prompt and professional communication.
• Coordinate with other executive committee members, department heads, and hotel HMs or director of operations to relay information, gather reports, and ensure timely updates.
• Assist in coordinating and following up on special projects and initiatives led by the cluster GM.
• Track progress of business plans, KPIs, and performance reviews across all properties in the cluster.
• Organize executive visits, inspections, and VIP guest relations activities when necessary.
• Handle sensitive information with the utmost confidentiality and integrity.
• Assist in preparation of budgets, forecasts, and business review meetings.
• Analyze data and prepare executive reports on revenue performance, guest satisfaction scores, and operational KPIs.
• Review and consolidate expense reports, invoices, and purchase requests for the cluster GM's approval.
• Maintain discretion in all communications and dealings within and outside the organization.
• Coordinate travel itineraries, visa arrangements, and accommodations for the cluster GM and accompanying executives.
• Support in organizing corporate events, team meetings, and off-site engagements.

Supportive functions

• Secure compliance with brand standards.
• Adhere to all relevant health, safety, and environment procedures, instructions, and controls and act in emergency situations.
• Perform related tasks and duties as assigned and deemed necessary by management.
• Maintain a high standard of personal appearance and hygiene at all times.

What are we looking for?

An executive assistant serving Hilton brands is always working on behalf of our guests and collaborating with other team members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:

• Excellent written and verbal communication skills in English.
• Adaptable and resilient with a positive mindset.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Strong interpersonal skills and the ability to build relationships at all levels.
• Strong organizational and administrative skills and multitasking abilities.
• High level of discretion, integrity, and confidentiality.
• Team player who can also work independently with minimal supervision.
• Familiarity with hotel operations and corporate structures is a plus.

What will it be like to work for Hilton?

Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities, and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our