Administration Assistant Full Time

About the job
Hilton is one of the largest and fastest growing hospitality companies in the world, with more than 7,061 properties with more than 1.1M rooms in 123 countries and territories. In the 100 years since our founding, we have defined the hospitality industry and established a portfolio of 18 world-class brands, with the emergence of the Tempo brand and including our flagship Hilton Hotels & Resorts brand, which is the most recognized hotel brand in the world. We have more than 146 million members in our award–winning customer loyalty program, Hilton Honors.

Position Statement

This role is responsible for providing support to the Architecture, Design and Construction team with daily operational functions. Scheduling meetings and logistical arrangements and working on projects to help with the smooth running of the team.

Position Summary

This role includes general support across the AD&C MEA team in, more specially, you will be
Dealing with all external and internal stakeholders in a manner that reflects Hilton’s award-winning culture. Equally so within the AD&C MEA team such to be a unifying agent.
Supporting the VP and team with all travel arrangements including flights, trains, cars, hotel bookings, visas, whereabouts tracker, etc.
Handling AMEX and cash expense claims for the VP and team.
Handling vacation requests for VP and team.
Liaising with the rest of the admin team to ensure consistency across EMEA.
Liaising with our IT team to keep up with the team’s hardware and software requirements.
Supporting with the planning and execution of team meetings, events, and activities.
Preparing reports and presentations, including data collection from other stakeholders and/or platforms.
Researching, entering, and maintaining data in spreadsheets and/or databases.
Preparing the draft departmental budgets and tracking them throughout the year.
Coordinating the on-boarding activities for new and/or transferring team members.
Working independently or with a team on special and/or recurring department projects.
Taking meeting notes for meetings and follow up, as needed.
Completing special projects as required.
Maintaining departmental correspondence.
Working alongside the ID Project Associate to ensure the office library is regularly maintained.
Ad-hoc project work, as needed.
All other job duties as assigned.
Direct Reports
N/A
Qualifications

The success in this role will demonstrate itself through the following attributes and skills:
Self-starter, well organized, detail oriented, assertive, and willing to take ownership of responsibilities with a high degree of positive energy and drive.
Excellent skills in time management, organization, coordination, and communication (written and verbal).
Capable of diplomatic and poised communication with global executives.
Capable of handling multiple projects and implementing appropriate tracking systems with little supervision.
Completes assignments on time or advises in advance of delays.
Excellent attention to detail.
Able to interact effectively and tactfully with employees and customers.
Ability to access and input information using word processing and spreadsheet programs.
Manages confidential information with complete discretion.
Able to work occasional overtime when faced with critical deadlines.
To fulfill this role successfully, you should demonstrate the following minimum qualifications:
Significant clerical/administrative experience or similar.
High proficiency in Microsoft Office programs, especially Outlook, Excel, Word, and PowerPoint.
It would be useful to demonstrate the following capabilities and distinctions:
Previous experience within the hospitality industry.
Experience and knowledge of InDesign, AutoCAD and/or Photoshop.
What is it like working for Hilton?

The future of hospitality is bright at Hilton: a leading global hospitality company with a diverse portfolio of world-class brands. Dedicated to filling the earth with the light and warmth of hospitality, we have welcomed more than 3 billion guests in our more than 100-year history. Hilton is proud to have an award-winning workplace culture, and we are consistently named among one of the World’s Best Workplaces.

We support the mental and physical wellbeing of all Team Members, so they can Thrive, thanks to innovative programs and benefits such as workplace flexibility, career growth and development, and our Go Hilton travel discount program. Hilton prioritizes understanding and integrating our Team Members’ unique perspectives and voices—along with those of our Guests, Owners, Suppliers, and Partners—to cultivate a diverse and inclusive environment for all. Check out the Hilton Careers blog and Instagram to learn more about what it’s like to be on Team Hilton!

We will ensure that qualified individuals with protected disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions of his or her role, and to receive other benefits and privileges of employment. Please contact us to request an accommodation.

EOE/AA/Disabled/Veterans

Work Locations

Hilton – Regional Office – Dubai

Schedule

Full-time

Brand

Hilton Corporate

Shift

Day Job

Job Level

Team Member

Job

Administrative