Administrative Assistant, Americas Operations at Hilton Global in McLean, Virginia

Posted in General Business 5 days ago.

Type: Full-Time

Job Description:

Our Operations function oversees the day-to-day functions of our managed hotel portfolio, ensuring that our guests receive an exceptional hospitality experience and that we remain a leader in the hospitality industry.

What will I be doing:

As an Administrative Assistant for the Americas Operations organization, you will provide administrative support to the Senior Vice President, Operations New Openings Americas, and Senior Vice President, Food & Beverage. In this role, you will be the go-to support for both of these leaders on all core administrative duties, including handling calendars, coordinating domestic and international travel itineraries, preparing and submitting expense reports, drafting team communications, organizing meeting agendas, taking meeting minutes, and coordinating meetings and events.

We seek a highly organized, effective, and proactive communicator who is consistent, reliable, resourceful, and efficient. In addition, you will excel in this role if you have a consistent record of supporting multiple leaders in a fast-paced environment and a demonstrated ability to handle priorities and support each leader effectively.

  • Provide proactive, timely, and thoughtful administrative support to two Senior Vice Presidents in the Operations Americas organization
  • Handle calendars and prepare travel itineraries that include all pertinent details (e.g., Travel arrangements, confirmation numbers, schedule that provides details and contact information, etc.)
  • Coordinate travel arrangements through Hilton's Concur system
  • Draft business correspondence, communications, presentations, and agendas
  • Support and assist the Hilton Management Services team; this would include scheduling meetings, taking meeting minutes, and assisting as needed
  • Oversee the process of distributing the F&B Operations team's weekly update; gather input from the group, organize the information into a template and distribute via email at the end of each week
  • Prepare and submit expense reports through Hilton's Concur system, ensuring timely completion and compliance with all guidelines
  • Build positive partnerships among the teams, with other groups in the Americas Operations organization, and partner collaboratively with the Americas Operations Administrative Assistants or broader team on assigned tasks (e.g., handling contact lists, pulling together comprehensive spreadsheets in Excel, etc.)
  • Successfully partner with internal departments resolving day-to-day administrative challenges.
  • Handle inventory and supplies for current Team Members and coordinate the onboarding of new Team Members in partnership with HR, IT, etc.
  • Ensure daily operational functions of assigned projects and initiatives are completed smoothly and efficiently
  • Effectively coordinate and project manage team initiatives (as needed)
  • Coordinate meetings, events, etc. and set up/dial-in for conference calls and webinars

What are we looking for:

We believe the success in this role will demonstrate itself through the following attributes and skills:

  • Can multi-task, prioritize, and communicate proactively to support both leaders effectively
  • Highly organized with strong attention to detail.
  • Excellent verbal, written, and virtual communication skills
  • Reliable and complete all tasks as assigned
  • Proactively connect with both leaders to ensure they have what they need
  • Pride in being the go-to person and providing excellent support
  • Effective problem solver, who is flexible and creative in finding solutions

To fulfill this role successfully, you should demonstrate the following minimum qualifications:

  • High School Diploma/GED
  • Six (6) years of administrative/clerical experience
  • Three (3) years of administrative/clerical experience supporting multiple executive-level leaders
  • Proficient knowledge of Microsoft Word, Outlook, Excel, PowerPoint, and Teams

It would be helpful in this position for you to demonstrate the following capabilities and distinctions:

  • Advanced proficiency in Microsoft Word, Outlook, Excel, PowerPoint, and Teams
  • Experience with Concur (travel and expense system)

What is it like working for Hilton?

Hilton is the world's leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For over 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 vision to fill the earth with the light and warmth of hospitality unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all!

We are an equal opportunity employer and value diversity at our company. We will ensure that qualified individuals with protected disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions of his or her role, and to receive other benefits and privileges of employment. Please contact us to request accommodation.