Administrative Executive; Groups, Meetings & Events - Hilton Orchard

Position Statement

The Administrative Executive coordinates Letters of Agreement, secretarial backup, hotel inspections or any other specific projects as assigned, under the general guidance and supervision of the Groups, Meetings & Events Sales Manager and the Events Servicing Manager.

As the Administrative Executive, you will be responsible for performing the following tasks to the highest standards:

• Handle incoming telephone calls with proper qualification and assign calls to the right contact point.
• Responsible for assisting the managers in the administrative such as proposals, Letters of Agreement, banquet event orders, group resumes, thank you letters, post event summaries, etc.
• Handle photocopying and distribution of all correspondence such as memos, banquet event orders, Letters of Agreement, resumes, etc. to concerned departments.
• Maintain a proper filing and trace system for the department.
• Responsible for maintaining the general tidiness of the department and ensuring sufficient stock of stationery and other office supplies.
• Be aware of event details related to the accounts of designated Sales Managers.
• Assist the Sales Managers in liaising with other departments for information (e.g. liaise with Banquet operations for floor plans and equipment / liaise with the Chef for special menus, etc.).
• Maintain a good understanding of clients serviced by designated Sales Managers.
• Handle all incoming telephone and email enquiries and provide initial suggestions on sales enquiries.
• Handle guests’ requests independently by supplying information, contacting concerned departments to assist in guests’ requests and needs.
• Update the department meeting minutes and prepare relevant reports.
• Conduct site inspections if required.
• Assist in ad-hoc projects as assigned by the supervising Sales Managers and / or Director, GM&E / Assistant Director, GM&E.
• Maintain the highest standard of professionalism, ethics and attitude towards clients and colleagues.
• Be aware of the hotel hygiene and food safety control standards and procedures in handling complaints on food hygiene (e.g. food poisoning).
• Always ensure that a hospitable service atmosphere is projected at all times in the hospitality business.
• Carry out any other reasonable duties and responsibilities as assigned.

An Administrative Executive 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:

• 1 year of experience in a similar capacity with international chain hotels preferred.
• Good communication and interpersonal skills.
• Good team player.
• Able to work under pressure and deal with stressful situations during busy periods.
• Familiar with the local market and good at marketing trend analysis.

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 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!