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JOB DESCRIPTION
Our Architecture & Design Department delivers truly exceptional properties
that delight our guests| reward our partners| and reflect the unique cultures
of their geographical locations. With design and construction professionals
across 16 locations| we have the advantages of a global presence as well as
the benefits of local resources| skills| and expertise.
What will I be doing?
As the Administrative Assistant| Architecture| Design and Construction| you
will provide administrative support to the Vice President| Architecture &
Construction Latin America and the Caribbean (LA&C) and assist with the Senior
Director| Directors and Senior Managers in Miami| FL| Latin America and the
Caribbean.
Using Hilton|s project management and database system| the Administrativ
Assistant will assign new projects to the appropriate project director o
project manager| enter specific project date information| set up project
within multiple database/share sites and set up/maintain the project fil
system. Throughout the duration of each project| you will enter contact
information| date information| and other notes as requested by project
leadership.
More specifically| you will:
Arrange conference calls| WebEx meetings| team meetings| etc. Secure facilities| food and beverage| audiovisual tools| etc.
Design and prepare PowerPoint presentations.
Prepare spreadsheets and various weekly/monthly reports as requested by the VP| Sr. Director and other members of the department.
Maintain the mobile device application used by project directors keeping each device up to date and resolving issues and errors for the project team. This includes coordinating with other departments using the same application.
Collaborate with other internal departments to keep project directors informed of project status within other areas.
Develop and maintain template letters for project director shared library.
On a monthly and/or as needed basis| contact and partner with the hotel owner|s project team and obtain progress report for review and action by project director.
Handle the Department|s use of and contributions to the Hilton media library.
Manage the Department|s records and ensure compliance with corporate policy.
Make travel arrangements for Department team members.
Complete and submit expense reports on behalf of Department team members.
Answer and route telephone calls.
Distribute mail and other package deliveries| and order supplies for the team.
What are we looking for?
We believe| the success in this role will demonstrate itself through the
following attributes and skills:
Self-starter| well organized| detail oriented| 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 handling multiple projects in support of multiple team members
Completes assignments on time or advises in advance of delays
Excellent attention to detail
Problem solver| who can problem solve effectively and creatively while maintaining a high level of flexibility| confidentiality| professionalism and integrity
To fulfill this role successfully| you should demonstrate the following
minimum qualifications:
Seven (7) years of related experience
Fluent in both English and Spanish (written and spoken)
Typing speed of at least 60 wpm
Can occasionally work outside of business hours when the department is faced with critical deadlines
Proficiency in Microsoft Office Suite| including Word| Excel and PowerPoint
It would be helpful in this position for you to demonstrate the following
capabilities and distinctions:
BA/BS Bachelor|s Degree
Eight (8) years of related experience
Fluent in Portuguese
What will it be like to work for Hilton?
Hilton is the world|s 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!