Administrative Assistant

3 months ago


Watford, United Kingdom Hilton Full time

**Position Statement**

**Position Summary**
- This is a Hybrid role**

**Administrative Activities 60%**
- Maintains department correspondence and files including familiarisation with files held in offsite storage
- Takes meeting notes as and when requested
- Designs and prepares departmental reports, e. g. charts, graphs, tables etc.
- Tracks the department budget and expenditures, and raises concerns
- Drafts, participates in, and completes allocated projects with mínimal supervision within the required timescales
- Prepares REAM announcements and departmental updates to send out to internal stakeholders
- Undertakes general office duties including ordering stationery and invoice processing
- Maintains contact lists and task lists for team

**Coordinating Activities 20%**
- Responsible for routine coordination and support of the Real Estate and Asset Management team. Works independently or with a team on special projects as requested
- Assists with conferences & meetings arrangements
- Coordinating travel:arranging room bookings, transfer logistics and visas (when needed)
- Compilation of information for reports as needed

**Support Activities 20%**
- Develops and maintains productive working relationships with external and internal customers, representing the company and becoming a known point of contac
- Develops and maintains positive working relationships with hotel and owner admin teams
- Develop and maintains a working knowledge of Hilton's products and services
- Creates/finalises slides for presentations
- Drafts and/or prepares memorandums and business correspondence, ensuring the accuracy of all documents provided
- Updates weekly/monthly excel reports related to the annual capital plan and portfolio's performance including chasing information as required to meet deadlines

**What are we looking for**
- 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 instruction
- Excellent skills in time management, organisation, coordination, and communication (written and verbal)
- Capable of diplomatic and poised communication
- Completes assignments on time or advises in advance of delays
- Excellent attention to details
- 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 quicky and positively to the changing requirements of the role

**Required Qualifications**
- Minimum Education: GCSE level education (or equivalent)
- Proficiency in MS Office packages (including but not limited to Word, Excel, PowerPoint, Outlook, Teams)
- Management Experience: Not required
- Secretarial certifications



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