Administrative Assistant Architecture, Design & Construction MEA

Description

• Build on the Team’s Culture: Actively contribute to the team’s culture by upholding company values, offering feedback, encouraging collaboration, fostering inclusivity, and leading by example. 
• Team Meetings: Take charge of planning and executing team meetings, events, and activities with creativity and foresight, all aimed at further strengthening team spirit. 
• Meetings and Events: Be proactive in planning events to ensure smooth and seamless execution. 
• Coordinate Travel and Logistics: Anticipate and manage all travel arrangements for the VP and team, including flights, trains, cars, hotel bookings, visas, and whereabouts tracking, with a forward-thinking approach. 
• Handle Expenses and Requests: Efficiently and proactively manage AMEX and cash expense claims, along with vacation requests for the VP and team. 
• Ensure Consistency: Collaborate with the EMEA admin team to maintain consistency across the region, and proactively address hardware and software needs with the IT team. 
• Prepare Reports and Presentations: Collect, analyze, and present data from various stakeholders and platforms, showcasing a detail-oriented approach to reporting. 
• Data Management: Research, enter, and maintain data in spreadsheets and/or databases with attention to detail and efficiency. 
• Budgeting: Assist in preparing and tracking departmental budgets throughout the year, demonstrating proactive financial management. 
• Onboarding: Facilitate the onboarding process for new and transferring team members, ensuring a seamless integration. 
• Project Work: Lead special and recurring department projects, working independently or with a team, while displaying a forward-thinking mindset. 
• Meeting Notes and Follow-Up: Capture detailed meeting notes and ensure timely follow-up on action items with a proactive attitude. 
• Special Projects: Approach special projects with flexibility and creativity, adapting to evolving needs. 
• Correspondence and Document Archiving: Manage departmental correspondence and collaborate with the team to oversee the online storage and archiving of project documents, ensuring organized and accessible records. 

Requirements

• Self-starter, well organized, detail oriented, assertive, and willing to take ownership of responsibilities with a high degree of positive energy and drive. 
• Excellent skills in time management, organization, coordination, and communication (written and verbal). 
• Capable of diplomatic and poised communication with global executives. 
• Capable of handling multiple projects and implementing appropriate tracking systems with little supervision. 
• Completes assignments on time or advises in advance of delays. 
• Excellent attention to detail. 
• Able to interact effectively and tactfully with employees and customers. 
• Ability to access and input information using word processing and spreadsheet programs. 
• Manages confidential information with complete discretion. 
• Able to work occasional overtime when faced with critical deadlines. 

• Significant clerical/administrative experience or similar. 
• High proficiency in Microsoft Office programs, especially Outlook, Excel, Word, and PowerPoint. 

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 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!

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