Administrative Assistant (Bilingual)

Job Description: Responsibilities for the Administrative Assistant include but may not be limited to:

• Coordinate and organize inflow of information for the VPHR. Conduct research as necessary in order to provide complete information. Prioritize incoming information for the VPHR’s attention

• Coordinate project team meetings and provide status updates

• Coordinate annual campaigns and provide status updates

• Coordinate Weekly and Quarterly HR Calls

• Monitor, record and update Field HR and General Manager transitions monthly

• Coordinate meetings, travel and monitors communication so that VP HR is on target and aware of all priorities.

• Monitor incoming emails, prioritizing issues and responding to requests. Maintain the VP’s electronic calendar, contacts listing and task lists as necessary.

• Coordinate all webinars and conference calls as necessary.

• Create PowerPoint presentations for internal and external clients as necessary.

• Promptly answer internal and external telephone calls. Ensure full understanding of inquiries and requests, transcribe complete messages and properly screen vendor calls. Re-route calls to appropriate team members as required. Provide assistance wherever possible to callers rather than transferring to VP's voicemail.

• Draft correspondence and memorandums based on available information, review for accuracy and/or retrieve information from computer or database, spreadsheet, or word processing programs, to produce written correspondence that is free of error.

• Maintain correspondence and/or subject e-files for the department.

• Prepare travel schedules and itineraries, correspond to arrange and confirm reservation and meeting dates, locations, equipment, and catering. Must keep track of VISAS needed for travel and passport renewals along with Global Entry expirations.

• Complete projects as required by the VP and Regional Director HR.

ORGANIZING ACTIVITIES

• Adept at coordinating on and offsite group events and meetings

• Provide Admin support for VP HR and Regional Director HR and assist in their daily activities where necessary

• Ensure updated entry of activities and travel plans into the shared team calendar

• Ensures relevant communication is properly executed proactively both within the MRO team and also within the hotels as directed

• Coordinate any required administrative work in terms of budgeting, maintaining and reporting of department figures, account forecasts and drawing up account development plans within a given time-frame

• Help in preparation of monthly expenses and travel authorizations

• Managing department information centrally for the region

• Coordinate collection of information for the various trackers (where relevant)

• Recording and preparation of accurate minutes of meetings (where required)

• Coordinate HR Calls

DIRECTING ACTIVITIES

• Directs contractors and suppliers to ensure smooth running of the SVP office

• Directs support staff during various client and department events

STAFFING ACTIVITIES

• Maintain all relevant HRD/GM/MRO vacation schedules, as well as anniversary and birthday information

• Coordinate Office Celebrations and events in partnership with wider team

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company.

• Handling and delegating any ad hoc enquiries, special requests, and gift certificates.

• Participate and attend relevant events and/or meetings where required.

• Ensure all calls are handled as per company standards and act as a point of contact Hosting WebEx calls

• Attend client meetings (if required) and represent Hilton.

• Assist other administrative functions when required and directed

• Perform word-processing, typing, e-mailing, data-entry, filing, faxing, copying, processing mail and taking notes and/or dictation

• Answer telephones

• Expedite correspondence

• Make travel arrangements

• Perform other general office duties and assist with special projects, as needed

Job Type: Full-time

Pay: Up to $21.50 per hour

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Miami, FL: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative: 3 years (Preferred)
• Hospitality: 3 years (Preferred)

Work Location: One location