Personal Assistant to Vice President Operations Ireland, Senior Director Operations

Job Description - Personal Assistant to Vice President Operations UK & Ireland, Senior Director Operations UK&I and Chief Operating Officer No

Mad (EUR
015QS
)

Job Description

Hilton - Regional Office - Europe
Maple Court Central Park
Central Park Watford WD24 4QQ

Position Statement:

This is a full‑time support role, giving administrative and task support to the Vice President Operations UK & Ireland, Senior Director Operations UK&I and Chief Operating Officer No

Mad.

Position Summary:

This role will be coordinating travel, diary, expenses and meetings/calls with some event management for the VP Operations UK&I and Senior Directors (e.g. monthly GM calls and regular GMs meetings). The VP Ops and Senior Director UK&I are responsible for 41 open hotels with WA Admiralty Arch to open in 2026, the COO No

Mad has one open hotel with a significant global growth pipeline of hotels. In addition, there will be liaison with owners of hotels, AGMs, GMs, DFS, Functional Leaders and the other corporate PAs. Working with corporate comms on VP and CCO messaging, co‑ordination of the News & Sharing 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 SVP. 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.
• Works with Communications team to prepare relevant social media content and distributes using all key methods of communication, e.g. social media, Linked In, Instagram etc.
• Undertakes general office duties and acts as the key gatekeeper to protect the time of the SVP Operations, to ensure priority activities are achieved.
• Preparation and creation of presentations, particularly PowerPoint, for various audiences.
• Prepares and sends regular internal messages from the VP, Senior Director and COO.
• Checks the expense reports of the VP and Senior Director’s direct reports.
• Check invoices for correctness and send them for payment.

• Responsible for organising GMs calls, meetings and conferences and events, UK&I 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…