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Executive Secretary 行政秘书

Location:
CN - Heyuan Shi
Date Posted:
20/11/16 10:31
Company Name:
Doubletree by Hilton
As Executive Secretary to VP, Operations - APAC, you are responsible for assisting the Vice President in office administration for GMs and Asia Operations Office, travel arrangements and co-ordination in compliance with established policies and procedures of Hilton Worldwide. Specifically, you will be responsible for performing the following tasks to the highest standards:

Specific responsibilities as follows:

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To co-ordinate all diary schedules for VP Operations- Asia Pacific.
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Ensure active files are kept up-to-date and easy to refer at all times.
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Collect and disseminate incoming & outgoing mails/communication via phone, fax, emails as required whilst he is travelling on business or whilst on leave on a daily basis.
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Handle confidential courier services for VP Operations- Asia (through reception).
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To double check travel arrangement including visa application for the VP which can cover up to 3-4 weeks in a month.
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To draft letters and correspondences to owners as requested after dictation.
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To bridge communication between General Managers in the field, functional specialists, Area Office and owners.
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To ensure that VP Operations office, filing room and files are locked/secured to ensure complete confidentiality.
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To complete expense statements on a monthly basis for the VP Operations.
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To prepare travel files and agenda items for business trips and meetings, type up hotel visit notes or meetings on return.
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To administrate Personnel files of GMs, transfer data to owners and administrate any moves in the field.
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To trace deadlines on projects and correspondences for VP.
To co-ordinate GMs Meeting preparation (pre, during & post).
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To complete powerpoint presentations for VP operations for Area meetings, GM's meetings and any other presentations as required.
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To arrange all aspects of Performance reviews on an annual basis with GMs and direct reports for submission to VP HR (in typed format).
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To be back up secretary to the President whilst his PA is away or on leave as requested
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To ensure all of the above are executed in a prompt and accurate manner.
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To ensure high confidentiality of all office and Hilton International corporate matters at all times.
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To handle all incoming telephone calls in a polite, efficient, positive, courteous and friendly manner. All calls must be answered within 3 rings.
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To ensure voice mails are checked regularly and return calls as required.
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To provide an enthusiastic, cheerful and professional service to all correspondents (internal & external), visitors while representing the Asia Ops office.
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To ensure the office is manned at all times. To manage the rotation of lunch duty as assigned in the Asia Ops team.
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To ensure the office is always clean, tidy, presentable and organised.

Other Job-Related Matters

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To perform any ad hoc tasks as and when assigned.
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To demonstrate a team spirit and constant energy by providing feedback and ideas to improve the office performance.

What will it be like to work for this Hilton Worldwide Brand?

It all starts with a warm chocolate chip cookie, a simple touch that sets the tone to create a rewarding experience for a guest's entire stay. DoubleTree by Hilton™ understands that doing the little things well can mean everything.

If you appreciate the little things and enjoy creating exceptional experiences through perfecting little details, you may be just the person we are looking for to work as a Team Member with DoubleTree by Hilton. Because it's at the DoubleTree at Hilton where the little things mean everything.

What will I be doing?

An Executive Secretary to VP, Operations - APAC serving Hilton Worldwide Brand hotels and vacations are 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:

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Strong administration skills
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Excellent planner/very organised & neat
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Typing skills - 40 to 50 wpm
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5-8 years experience in similar role reporting to VP who has regional responsibilities for over 20 business units.
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Enjoys working in a dynamic, high work volume and service orientated environment.
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Ability to think, have initiative and works collaboratively in a team


Hilton World Wide Inc. is acting as an Employment Agency in relation to this vacancy.
What are we looking for?

An Executive Secretary to VP, Operations - APAC serving Hilton Worldwide Brand hotels and vacations are 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:

  • Strong administration skills

  • Excellent planner/very organised & neat

  • Typing skills - 40 to 50 wpm

  • 5-8 years experience in similar role reporting to VP who has regional responsibilities for over 20 business units.

  • Enjoys working in a dynamic, high work volume and service orientated environment.

  • Ability to think, have initiative and works collaboratively in a team

What benefits will I receive?

Your benefits will include a competitive starting salary and holiday entitlement. As an employee you will become a member of the The Hilton Club which provides reduced hotel room rates in our hotels worldwide, plus discounts on products and services offered by Hilton Worldwide and its partners. We look forward to explaining in detail the range of excellent benefits that you would expect from a global hotel organization like Hilton Worldwide.

Learn more now about DoubleTree by Hilton --- where the little things mean everything.

More than 250 properties in countries throughout the world
More than 230 million cookies have been served, and still baking!
Hotel chain continues to grow rapidly
Features the signature Sweet Dreams™ Sleep Experience
Job Categories
Administration - Management
Property
Doubletree by Hilton Heyuan
Entry Level Position
No