Administrative Assistant, Mea Commercial

1 month ago

Dubai, United Arab Emirates Hilton Full time

**Position Summary**:
Provide administration support to the MEA Commercial and MEA Hilton Worldwide Sales Team

**What will I be doing?**

**Administrative Activities (60%)**- General administration duties
- Maintains departmental correspondence and files
- Maintains contact lists and task lists as necessary.
- Takes meeting notes
- Drafts and/or prepares memorandums and business correspondence, ensuring the accuracy of all documents provided.
- Designs and prepares departmental reports (i.e. charts, graphs, tables, business plans).
- Creates and develops visual presentations.
- Pulls researches or enters data into spread sheets and/or databases.
- Schedules and manages calendars and travel arrangements.
- Manages the event calendar for the team.
- Assist with monthly expenses
- Budget control and reporting
- Assist with regional participation on important shows and exhibitions
- SFDC Reporting and auditing (HWS)
- SIP results coordination across offices (HWS)
- Cover for the Executive Assistant in their absence

**Coordinating Activities (40%)**- Acts as liaison between various departments and offices across the MEA region.
- Coordinates the department's external events.
- Coordinates the department vendor and/or third party written or verbal communication.
- Coordinates department activities.
- Schedules meetings and completes arrangements for meeting venues and food & beverage as required.
- Coordinates the on-boarding activities for new and/or transferring team members into the department
- Support in coordinating logistic and invitations for regional tradeshows and customer engagement activities (HWS)
- Works independently or with a team on special and/or recurring department or region-wide projects

**What are we looking for?**
- Excellent time management, organisational, coordination and communication (verbal and written) skills.
- Must be able to effectively communicate while employing diplomacy with high level executives within the organisation on a global scale. Must be capable of handling multiple projects simultaneously with little supervision.
- Ability to manage multiple priorities and set appropriate trace systems to track projects and work. Completes assignments on time or advises in advance of any delays.
- The ability to effectively deal with employees and customers, some of whom will require high levels of patience, tact and diplomacy to defuse irritation and collect accurate information.
- Must have the ability to access and accurately input information using computer word-processing, database and/or spread sheet programs, specifically the Microsoft Office Suite.
- Due to the confidential nature of the function, absolute discretion must be exercised with all documents and information.
- Capable of poised and diplomatic communication with global executives
- Ability to occasionally work overtime when the department is faced with critical deadlines.
- Ability to travel when occasion requires.

**Required Qualifications**

**To fulfill this role successfully, you must possess the following minimum qualifications and experience**:

- Previous experience within a clerical/administration role
- High proficiency with MS Word, Excel, PowerPoint and Outlook preferred.

**Preferred Qualifications**

It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:

- Previous Administration Assistant experience

**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. 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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