Executive Secretary, Communications

Description

The Executive Secretary, Communications, will support the Senior Vice President, Communications - APAC & EMEA, Vice President, Communications - APAC and the APAC Communications team in delivering the company’s goals, ensuring the function operates efficiently, meets its deadlines, and manages projects and initiatives appropriately.

What will I be doing? 

As the Executive Secretary, Communications, you will be responsible for performing the following tasks to the highest standards:

• Diary management includes scheduling and organizing meetings, conference calls, and webinars.
• End-to-end planning and execution of team meetings, conferences, and events.
• Organize travel arrangements such as land transport, flights, and hotel bookings, including travel visa applications and COVID-related requirements where applicable.
• Assist in coordinating and organizing media familiarisation trips with various stakeholders: property marcoms, agency partners, and various team members.
• Ensure all team communication activities are tracked and closely followed through on a designated project scheduler.
• Draft correspondence and memorandums as needed and review them for accuracy.
• Manage the team’s expenses by processing invoices accurately and in a timely manner, ensuring budgets and expenses are duly tracked, and organizing documentation appropriately.
• Provide efficient and effective administrative support service, including operating all office systems (manual and computerized) in accordance with procedures.
• Manage the relationship across other functions, ensuring information flows freely.
• Carry out other duties within the department as and when required.

Requirements

What are we looking for?

The Executive Secretary, Communications serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviors, skills, and values that follow:

• Minimum high school diploma or higher education. At least 10 years of secretarial experience in a large corporate environment supporting senior leadership.
• Ability to manage confidential information with complete discretion.
• Experience in working in an efficient manner and adhering to tight deadlines.
• Understand the importance of providing quality support service.
• Proactive with excellent attention to detail.
• Ability to multi-task, plan, prioritize, and organize to deadlines.
• A team player with good interpersonal & communication skills.
• Positive attitude, flexibility, and ability to stay calm under pressure.
• Sense of responsibility.
• Strong communication skills, both verbal and written.
• Proficiency in MS Office Applications (Word, Excel, PowerPoint, Outlook etc.).
• Has the flexibility to work across different time zones.

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!