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Administrative Assistant
Administrative AssistantHilton • Falls Church, VA, US
Administrative Assistant

Administrative Assistant

Hilton • Falls Church, VA, US
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Administrative Assistant

As an Administrative Assistant in our Luxury Brands organization reporting to the SVP Global Category Head of Luxury Brands, you will provide administrative support as it relates to maintaining calendars, coordinating meetings, travel itineraries, expense reports, processing invoices, and developing and maintaining documents and presentation materials. You will provide support at the Senior Vice President level (1) and the SVP's team of Vice Presidents (4) and ensure your leaders stay on?target and are aware of all priorities while also building positive partnerships with our global team and external partners. Your organization will be critical to the success of smooth and efficient daily operational functions.

Hilton is proud to support the mental and physical wellbeing of all Team Members so they can Thrive personally and professionally in a diverse and inclusive environment, thanks to programs and benefits such as :

  • Go Hilton travel program : 110 nights of discounted travel with room rates as low as $40 / night
  • Hilton Shares : Our employee stock purchase program (ESPP) - you can purchase Hilton shares at a 15 percent discount
  • Paid parental leave for eligible Team Members, including partners and adoptive parents
  • Mental health resources including free counseling through our Employee Assistance Program
  • Paid Time Off (PTO)
  • Learn more about the rest of our benefits

At Hilton, we believe every Team Member is a leader. We are committed to offering leadership development opportunities and programs through every step of a Team Member's career journey and at every level, both in our hotels and across corporate.

Available benefits may vary depending upon terms and conditions of employment and are subject to the terms and conditions of the plans.

Your role is important and below are some of the fundamental job duties that make your work unique.

What your day-to-day will be like :

  • Schedule and handle the leader's calendars, including booking travel itineraries. You will arrange and confirm reservation and meeting dates, locations, equipment and catering. This includes keeping track of VISAS needed for travel, passport renewals and Global Entry expirations.
  • Support an international team the leaders are in global roles and engage with teams across multiple time zones.
  • Complete and submit expense reports (with consideration to currencies).
  • Draft and / or prepare documents, reports, correspondences, emails and presentations and takes meeting minutes as required.
  • Act as a liaison within the Luxury Brands team and between Hilton's other departments as well as between external owners, development teams, and agency partners.

    • How you will collaborate with others :

  • Coordinate with fellow administrative assistants to schedule meetings with senior executives and teams, obtaining meeting rooms, supplies, and organizing catering when required.
  • Coordinate large team meetings and external outings.

    • What deliverables you will take ownership of :

  • Maintain contact lists, files and office equipment / supplies.
  • Track and maintain budgets and processing / tracking of invoices.
  • Maintain and input all payroll functions.
  • Complete special projects as required.

    • Why you'll be a great fit :

    You have these minimum qualifications :

  • Five (5) years of administrative experience
  • Proven and robust experience supporting Senior Leaders in a large, global, highly matrixed environment who work across multiple time zones
  • Exceptional time-management and organizational skills
  • Experience with MS Office programs including Outlook, Word, PowerPoint, and Excel
  • Demonstrated excellence in handling multiple executives' calendars
  • Experience booking travel internationally and working flexible hours to accommodate international support

    • It would be useful if you have :

  • Associate's Degree / College Diploma
  • Seven (7) years of professional experience
  • Prior experience and knowledge in the Hospitality industry

    • What it is like working for Hilton :

    Hilton, the #1 World's Best Workplace, is a leading global hospitality company with a diverse portfolio of world-class brands. Dedicated to filling the earth with the light and warmth of hospitality, we have welcomed more than 3 billion guests in our more-than 100-year history. Hilton is proud to have an award-winning workplace culture and we are consistently named among one of the World's Best Workplaces. Check out the Hilton Careers blog and Instagram to learn more about what it's like to be on Team Hilton!

    We provide reasonable accommodations to qualified persons with disabilities to perform the essential functions of the position and provide other benefits and privileges of employment in accordance with applicable law. Please contact us if you require an accommodation during the application process.

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    Administrative Assistant • Falls Church, VA, US