Category: secretary

Executive Secretary Luxury & Lifestyle – Hilton – Singapore

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JOB DESCRIPTION
 
The Hilton portfolio of hotels is comprised of 17 industry leading and world-
class brands| spanning more than 100 countries. In addition to our flagship
brand| Hilton Hotels & Resorts| the family of brands includes Waldorf Astoria|
LXR| Conrad| Canopy| Signia| Hilton Honors| Curio Collection| DoubleTree|
Tapestry Collection| Embassy Suites| Motto| Hilton Garden Inn| Hampton| Tru|
Homewood Suites| Home2 Suites| and Hilton Grand Vacations. In Asia Pacific|
the company has 300 trading hotels and nearly 500 under development.
You will support the Vice President| Luxury & Lifestyle – Asia Pacific where
core responsibilities include maintaining calendars| coordinating meetings|
travel arrangements and expense reports| processing invoices| and developing
and maintaining documents and presentations. This role requires strong time
management| multi-tasking| organizational| prioritization| communication an

computer skills including Word| Outlook| Excel and PowerPoint. The incumben

must have the ability to take initiative and work independently while managin

all levels successfully.

What will I be doing?

As the Executive Secretary| Luxury & Lifestyle – Asia Pacific| you will be
responsible for performing the following tasks to the highest standards:

Schedule and manage calendars and meetings| organize and book travels

Schedule large team and cross-functional meetings for the team.

Coordinate with fellow administrative assistants to schedule meetings with senior executives and teams| obtaining meeting rooms| supplies| and organizing catering when required. Coordinate large team meetings and external outings for both departments.

Complete and submit expense reports

Draft and prepare documents| reports| correspondence| emails and presentations for both departments| and takes meeting minutes as required.

Act as liaison within the Department and between Hilton|s other departments.

Maintain contact lists| files and office equipment/supplies for both departments.

Track and maintain manager|s payment| processing and tracking of invoices and supporting documents as required.

Complete special projects as required.

Preparing necessary presentation materials for meetings

Any other duties as assigned by the manager.

What are we looking for?

An Executive Secretary| Luxury & Lifestyle – Asia Pacific 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 Education: High School

Minimum Years of Experience: 7+ years of work experience in an Multi National Corporate environment supporting senior management

Prior experience in managing more than one executive calendar and administrative activities

Excellent time management skills with the ability to multi-task and prioritize work

Experience in coordinating large-scale team meetings and external outings is advantageous

Adaptable to changes and used to working in a fast-paced environment

Proactive with good problem solving skills

People oriented individual who is detailed focus and not afraid to speak up when required

Strong written and verbal communication skills

Able to work well both independently and in a team

Flexible to work beyond/outside official hours when dealing with the global teams in various time zones

High proficiency in Microsoft Word| Outlook| Excel 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!

Executive Assistant- GWS – CBRE – Singapore

On: By: admin

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Executive Assistant- GWS
Singapore – Singapore
Ref#: 19020029
Date published: 29-May-2019
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Key Responsibilities:
Maintain electronic diaries- co-ordinate meeting appointments and venues and conference calls- including booking and organisation of all necessary requirements (e.g. catering- travel arrangements) and develop an effective process for managing and responding to e-mail- and general mail etc.
Provide effective and pro-active planning- co-ordination and organisation of functions and meetings to facilitate attendance at Board meetings- conferences- client meetings and the like- including managing travel and flight itineraries- liaising with Managing Directors- Office Managers- and Business Line Leaders as appropriate.
Provide high quality secretarial support- including the drafting of documentation and correspondence as instructed including preparation of reports and submissions.
Exercise discretion and refer urgent matters to the appropriate person.
Attendance and minute taking when required at meetings including providing follow-up and implementation of meeting outcomes and projects.
Develop and maintain appropriate systems for co-ordination of projects- activities- tasks and actions arising from meetings and follow up when appropriate

Reconciliation of expense claim forms and paperwork

Organising and maintaining all files- documents and other materials- including archiving all files as necessary

General administrative assistance where required including monitoring of all incoming telephone calls- email- facsimiles- filing- photocopying- opening- sorting and distribution of mail and other assistance as required

Provide support to teams based at clients’ site and act as liaison person connecting them with updates in the organization.

Other Responsibilities:

Develop and establish appropriate administrative procedures and controls to enhance the accuracy- timeliness and presentation of work in their managerial and management reporting function.
Ensure that reports and general correspondence are prepared within the company guidelines and to an appropriate standard.

Qualifications

Relevant secretarial qualifications and comprehensive experience at an executive support level.
Previous experience working in either property- financial or professional services organisation would be an advantage.

Essential Skills

Advanced knowledge of Microsoft Word- and Outlook with Intermediate knowledge of Excel and PowerPoint.
Typing speed – minimum of 60 wpm with a high degree of accuracy.
Advanced level of spelling and grammar.
An ability to work with and build effective working relationships with a variety of personalities across all levels of the organisation and with clients.
Excellent communication and interpersonal skills along with a high level of oral and written communication skills (proven ability to draft correspondence- minutes of meetings- reports etc).
Superior planning and organisational skills with strong attention to detail along with the ability to determine priorities and work to tight deadlines.

Personal Attributes

Maintain an attitude that is proactive- energetic- positive- open- honest- friendly and professional.
An ability to exercise judgment- high level of confidentiality and diplomacy at all times.
Ability to work under pressure both autonomously and as a team player.
Demonstrate a high level of initiative- problem solving and decision making (within set guidelines).
Possess highly developed time management and organizational skills with the ability to give attention to detail- prioritise tasks- work under pressure and adhere to tight deadlines- while dealing with conflicting and varied demands in a mature and professional manner.
Demonstrated ability to be flexible to work requirements/commitments when necessary.
Possess a highly developed service ethic – with the ability to communicate professionally and deal with people at all levels- including internal and external clients.