Executive Secretary / F&B Coordinator
Executive Secretary (95%) Manage the General Manager's calendar, meetings, correspondence, and reports. Prepare meeting agendas, minutes, presentations, and executive documents. Coordinate communication between leaders, departments and the Executive Office.
Skills
About This Role
Executive Secretary (95%)
- Manage the General Manager's calendar, meetings, correspondence, and reports.
- Prepare meeting agendas, minutes, presentations, and executive documents.
- Coordinate communication between leaders, departments and the Executive Office.
- Maintain confidential records and support administrative projects.
Food & Beverage Coordinator (5%)
- Provide administrative support to the Food & Beverage department.
- Support coordination of F&B promotions, events, and follow-up on action plans.
Administrative Support
- Manage the General Manager's calendar, appointments and meetings.
- Prepare and distribute correspondence, reports, presentations, and meeting materials.
- Screen calls, emails, and visitors, ensuring timely and professional responses.
- Maintain accurate filing systems, records, and confidential documents.
- Coordinate internal and external communications on behalf of the General Manager.
- Coordinate with the Food & Beverage department on promotional activities and reporting requirements connected to executive office.
Meeting Coordination
- Organize HOD, departmental meetings, and other management meetings.
- Prepare meeting agendas, minutes, and action trackers.
- Follow up on outstanding tasks and deadlines with department heads.
- Ensure meeting rooms, presentations, and supporting materials are prepared in advance.
- Reporting and Documentation
- Compile weekly and monthly.
- Assist in preparing business reviews, presentations, and operational summaries.
- Maintain records of key performance indicators and executive correspondence.
- Support document control and ensure proper record retention.
- Communication and Coordination
- Act as a liaison between the Executive Office and hotel departments.
- Coordinate VIP visits, corporate meetings, and special events involving the Executive Office.
- Facilitate smooth communication with regional offices, owners, suppliers, and external stakeholders.
- Support the organization of team member engagement activities and hotel events when required.
- Confidentiality and Compliance
- Handle sensitive information with the highest level of discretion and confidentiality.
- Ensure compliance with Hilton policies, procedures, and brand standards.
- Maintain professionalism and represent the Executive Office positively at all times.
Qualifications
- A bachelor's degree in Business Administration, Hospitality Management, or a related field is an advantage.
- Minimum 2 years of experience in an administrative, executive assistant, or secretarial role, preferably within the hospitality industry.
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Excellent written and verbal communication skills in English are an advantage.
- Strong organizational and time-management skills with the ability to multitask.
- Close attention to detail and accuracy.
- Ability to maintain confidentiality and exercise sound judgment.
- Professional appearance and demeanor.
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