Executive Assistant I

Job Description

Responsible for administrative functions to support the SVP of Sales, such as, but not limited to, attending meetings and documenting notes, creating correspondence, maintaining files, generating reports, monitoring project deliverables and deadlines, managing Outlook calendars, booking/managing business travel, reconciling and processing expense reports and creating/streamlining processes and procedures, administrative assistance for projects (facility/systems/operational structure), serve as liaison for interdepartmental correspondence, audit and review electronic filing systems as it pertains to regional tasks/issues.

Why You'll Like Working with Us:

• Benefits package available on DAY 1 (medical, dental, vision and more)
• Paid Time Off and sick days
• Our Go Hilton Team Member Travel Program offers highly discounted rates at Hilton hotels for Team Members and their family
• 401(k) with 4% match
• Employee Stock Purchase Program available at discounted rates
• Internal Growth opportunities and employee recognition programs
• Perks at Work discount programs on numerous items and websites and so much more!

Responsibilities

What You'll Do

• General understanding of the business to provide excellent administrative assistance and support.
• Primary point of contact for the Senior Vice President (SVP) by greeting and assisting both internal and external guests/clients, responding to requests in a timely, friendly, and efficient manner and screening and prioritizing incoming and outgoing telephone calls and electronic communication.
• Demonstrate excellent and professional interpersonal communication skills and confidentiality in the handling of any form of communication.
• Demonstrate strong social skills in a fast-paced work environment. May also support additional members of leadership with administrative duties as needed.
• Perform word-processing, typing, e-mailing, data-entry, filing, faxing, scanning, copying, processing mail and taking notes and/or dictation. Must be proficient with Microsoft Office applications, to include PowerPoint and Excel.
• Create, handle, and maintain a complex calendar. Organize and prepare the Senior Vice President (SVP) for meetings and appointments, preparing agendas, talking points and presentations, gathering materials, and updating logistical information (meeting locations, dial-in numbers, etc.).
• Handle the travel needs of the SVP and VPs of Sales & Marketing, including, but not limited to, planning, scheduling, and booking travel, creating detailed itineraries, scheduling meetings, functions, and meals, and preparing and tracking expense reports in a timely manner.
• Tracks, monitors and prioritizes tasks and projects, collaborates with multiple parties of all levels, and handles confidential information.
• Process documents for the SVP and VP of Sales & Marketing, including, but not limited to, obtaining information and signatures, and tracking documents through to completion.
• Coordinate and plan special events such as awards ceremonies, business dinners, parties, etc. and assist with the coordination of Sales & Marketing programs/projects for SVP and VPs of Sales & Marketing.
• Maintain relationships with vendors, corporate partners, and other department leaders as necessary.
• Manage Expense reports for SVP, and VPs of Sales & Marketing.

Qualifications

What You'll Bring

• 5+ years of administrative experience
• Ability to prioritize and multi-task
• Ability to identify and resolve operational conflicts
• Ability to complete tasks within required deadlines
• Ability to communicate professionally with all levels within the organization
• Proficient with MS Office (Outlook, Word, Excel)
• 1+ years of experience in timeshare or hotel industry
• Experience with Visio or other project management software

It would be helpful in this position for you to demonstrate the following capabilities and distinctions:

We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.


We will ensure that individuals with disabilities are provided with reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.