Interim Personal Assistant to Vp Focused

7 months ago

Watford, United Kingdom Hilton Full time

**About Hilton**

Hilton is a leading global hospitality company with a portfolio of 18 world-class brands comprising more than 6,100 properties with more than 977,000 rooms, in 118 countries and territories. Dedicated to fulfilling its mission to be the world's most hospitable company, Hilton welcomed more than 3 billion guests in its 100-year history, earned a top spot on the 2019 World's Best Workplaces list, and was named the 2019 Global Industry Leader on the Dow Jones Sustainability Indices. Through the award-winning guest loyalty program Hilton Honors, more than 106 million members who book directly with Hilton can earn Points for hotel stays and experiences money can't buy, plus enjoy instant benefits, including digital check-in with room selection, Digital Key, and Connected Room.

**Position Statement**:
This is a part time or full-time support role, giving administrative and task support to the VP Focused Service Operations and EMEA Focused Service Functional Leaders (Commercial, Finance, HR)

**Position Summary**:
The individual will be coordinating travel, diary, expenses and meetings/calls with some event management for the EMEA Focused Service Operations team (e. g. monthly GM calls and regular GMs meetings). In addition, there will be liaison with owners, RGMs, GMs and the other corporate PAs. Working with corporate comms on VP messaging, co-ordination of the News & Sharing and project work/spreadsheets & presentations. The position will also support the 3 EMEA Focused Service Functional Leaders (Finance, Commercial & HR) on some of their project related duties and tasks.

Administrative Activities 60%
- Maintains correspondence and files, to ensure inbox is efficiently prioritized and highly organised
- Takes meeting notes as and when requested
- Researches, collates and enters data into spreadsheets or databases
- Drafts, participates in and completes allocated projects with mínimal supervision within the required timescales, along with suggestions that aids continuous improvement, to ensure slick and consistency of organization.
- Pre-empts and prepares the regular News & Sharing call & content to GMs. Using all key methods of comms, eg: Social media, LinkedIn, Instagram etc.
- Undertakes general office duties, and acts as the key gatekeeper to protects the time of the VP to ensure priority activities are achieved.

Coordinating Activities, Events & Projects 20%
- Responsible for organizing GMs calls, meetings and conferences and events, Focused Service EMEA Leadership Meetings, owner meetings and other meetings as necessary. These meetings may be virtual, hybrid or face to face.
- Assists with call, conferences & meetings arrangements
- Coordinating travel: arranging room bookings and transfers logistics (when needed)
- Coordinating hotel visits and meetings
- Compilation of information for reports as needed
- Compilation of regular reports and ad-hoc reports

Other Activities 10%
- Develops and maintains productive working relationships with external and internal customers (especially the other PAs), representing the company and becoming a known point of contact.
- Develops and maintains positive working relationships with hotel teams
- Develop and maintains a working knowledge of Hilton's products and services
- Creates/finalises slides for presentations

**What are we looking for?**
The success in this role will demonstrate itself through the following attributes and skills:

- Proactive, Self-starter, well organised, 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, organisation, coordination and communication (written and verbal) and fully conversant and active in social media
- Capable of diplomatic and poised communication - and demonstrates an excellent reflection of the division and the VP
- Completes assignments on time or advises in advance of delays
- Excellent attention to detail
- 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, Webex, Microsoft Teams, Instagram, LinkedIn etc..
- Ability to respond quickly and positively to the changing requirements of the role and champion activities/ ways of working that helps to improve the operational efficiency of the VP and team.

**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, amen

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