Personal Assistant to Operations Manager

Job Description - Personal Assistant to Operations Manager (HOT0B187)

Work Locations

Doubletree by Hilton - Surabaya, Indonesia
Jalan Tunjungan No. 12
Surabaya TBC

Personal Assistant to Operations Manager coordinates administrative tasks and projects within the Operations team, offering admin support to the Operations team while completing projects for the Operations Manager and team in adherence to Hilton policies and procedures.

What will I be doing?

As the Personal Assistant to Operations Manager, you will be responsible for performing the following tasks to the highest standards:

• Arrange appointments and meetings for the Operations Manager, marking it in the calendar accurately and ensuring that the Operations Manager has the appropriate documents for each appointment.
• Attend and take minutes of meetings such as the Department Head Meeting, Executive Committee Meeting and others when requested.
• Receive visitors and guests in the absence of the General Manager, answering questions and concerns as well as following through with resolutions.
• Arrange room and restaurant reservations for VIP guests/personnel if requested.
• Arrange and coordinate the Operations Manager's schedule, keeping him on track for appointments.
• Assist the Operations Manager in compiling guests’ data to be used for service quality improvement.
• Assess and organize personal work priorities and assist with organizing the General Manager’s work priorities where possible.
• Answer calls.
• Assist the Operations Manager in preparing files, reports, letters, memorandums and other relevant business documentation.
• File and record all business documents as required.
• Assist with oral and written translations.
• Maintain confidentiality at all times on all matters.
• Demonstrate essential overall knowledge of the organization.
• Understand the responsibilities of other sections and departments and cooperate with them.
• Adhere to the hotel’s security and emergency policies and procedures.
• Demonstrate professional attitude and behavior at all times.
• Prepare and maintain files, reports, letters, memorandums and other relevant business documentation.
• Ensure all reporting and servicing deadlines are met on a timely basis.
• Maintain an accurate tracking system for prompt handling of issues concerned.
• Order and maintain office supplies.
• Maintain personal presentation to the hotel’s standards.
• Effectively support the department's administrative operations and take action when necessary to ensure that service is not disrupted.
• Adhere to the team members’ handbook, hotel’s code of conduct, policies and procedures.
• Ensure that all safety and hygiene procedures are followed.
• Carry out any other reasonable duties and responsibilities as assigned.

What are we looking for?

Personal Assistant to Operations Manager 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, behaviours, skills, and values that follow:

• Hospitality: Passionate about delivering exceptional guest experiences.
• Integrity: Do the right thing, all the time.
• Leadership: Strive to be leader in our industry and in our communities.
• Teamwork: A team player in everything you do.
• Ownership: Take ownership of your actions and decisions.
• Now: Operate with a sense of urgency and discipline.
• College degree or equivalent.
• At least 2 years of relevant experience.
• Strong English abilities to meet business needs.
• Proficient in Microsoft Word and Excel.
• Resourceful, creative and able to maintain flexibility.

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 travellers 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!