Vp jobs in United Arab Emirates

Administrative Assistant, Vice President Operations Arabian Peninsula & Vice President Operations Finance MEA (MEA011XD)

Hilton - Regional Office - Dubai Building 1 Level 4, Innovation Hub P.O. Box 500200 Dubai 500200

This is a full-time support role, giving administrative and task support to the Vice President Operations AP (40%), VP Operations Finance MEA (40%), VP Operations Sub-Saharan Africa and Indian Ocean SSA (10%) & VP Human Resources MEA (10%)

This role will be coordinating travel, diary, expenses and meetings/calls with some event management for the Vice President Operations AP and VP Operations Finance MEA. In addition, there will be liaison with owners of hotels, AGMs, GMs, DFS, Functional Leaders and the other corporate PAs. Working with corporate comms and project work/spreadsheets & presentations.

The role holder will be accustomed to working in an environment where proactivity, can-do attitude, accuracy and attention to detail are essential. They must be resilient, and able to multi-task with a positive and flexible attitude. The successful candidate will be a team player with a high degree of professionalism, loyalty, confidentiality and the ability to communicate effectively at all levels. Additionally, the postholder will require a strong aptitude in preparing meeting notes and presentations on behalf of the VPs. This role may require occasional travel and time away from home.

• Provides proactive administrative assistance, including diary management, prioritisation, scheduling, travel arrangements, drafting correspondence – including presentations, preparing expense reports and assisting with emails, tasks and contacts, plus other ad hoc administrative requests as required. Diary management is a key task and requires resilience, firmness as well as a good network with other PAs to manage the amount of meeting/call requests.
• Maintains correspondence and files, to ensure inbox is efficiently prioritised and highly organised.
• Takes meeting notes as and when requested
• Researches, collates and enters data into spreadsheets or databases
• Drafts, participates in and completes allocated projects with minimal supervision within the required timescales, along with making and implementing suggestions to aid continuous improvement and ensure smooth and consistent organisation.
• Co-ordination and preparation of speeches in conjunction with Communications Team.
• Undertakes general office duties and acts as the key gatekeeper to protect the time of the VPs, to ensure priority activities are achieved.
• Preparation and creation of presentations, particularly PowerPoint, for various audiences.
• Prepares and sends regular internal messages from the VPs
• Checks the expense reports of the VPs
• Check invoices for correctness and send them for payment.

• Responsible for organising GMs calls, meetings and conferences and events, Leadership Meetings, owner meetings and other meetings as necessary. These meetings may be virtual, hybrid or face to face.
• Liaise with external stakeholders up to CEO level, within the owner community, suppliers and other hospitality businesses.
• Liaise with senior internal stakeholders up to EC level in the co-ordination and facilitation of tasks.
• Assists with call, conferences & meetings arrangements
• Coordinating travel: arranging room bookings and logistics transfers (when needed)
• Compilation of information for reports as needed
• Compilation of regular reports and ad-hoc reports

• Develops and maintains productive working relationships with external and internal customers (especially the other PAs), representing the company and becoming a known point of contact.
• Develops and maintains positive working relationships with hotel teams
• Develop and maintains a working knowledge of Hilton’s products and services
• Creates/finalises slides for presentations
• Supporting Vice President Operations AP and VP Operations Finance MEA out of hours (as required).

Direct Reports: N/A

The success in this role will demonstrate itself through the following attributes and skills:

• Previous experience in a similar administrative type position
• Proactive, self-starter, well organised, detail oriented, assertive, possesses initiative and takes ownership of responsibilities with a high degree of positive energy and drive.
• Anticipates future events and takes action to ensure that appropriate plans are put in place, where possible in advance, without the need for specific instructions
• Excellent skills in time management, organisation, coordination and communication (written and verbal) and fully conversant and active in social media.
• Capable of diplomatic and poised communication; the role-holder’s communication will need to demonstrate an excellent reflection of the division and of the SVP Operations.
• Completes assignments on time or advises in advance of delays
• Excellent attention to detail
• Manages confidential information with complete discretion
• Able to work on a flexible basis and to work occasional overtime when faced with critical deadlines
• Proficient in MS Office packages including Word, Excel, PowerPoint and Outlook, Webex, Microsoft Teams, Instagram, LinkedIn, Docuware, etc.
• Ability to respond quickly and positively to the changing requirements of the role and champion activities/ways of working that help to improve the operational efficiency of the VPs and team.
• Additional Requirements: Occasional travel, including overnight stays including out of hour & weekend support where required.

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 more than 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!