Administrative Assistant (Multi-Department) - Waldorf Astoria Park City

Administrative Assistant

Waldorf Astoria Park City is looking for a Multi-department Administrative Assistant to join our team!

As the only luxury hotel with slope side access to Park City, this award-winning Forbes 4-Star boutique property has over 150 rooms, 4,000 square feet of banquet space, and 3 food and beverage outlets offering elevated comfort food inspired by mountain regions from around the world. This includes a 3-meal restaurant, seasonal pool restaurant, and in-room dining.

In this multi-department role, you will provide assistance to the Engineering, Food & Beverage & Culinary team with administrative support including typing, filing, invoicing, answering telephones, maintaining appointment calendar, making travel arrangements, note-taking and other general office duties. This will also include preparing and typing correspondence and complex numerical / financial reports, as directed.

Specifically, you will be responsible for performing the following tasks to the highest standards :

• Carry out daily administrative activities of the Engineering, Food & Beverage & Culinary team while adhering to Hilton Standards, policies and procedures
• Contacting vendors as needed
• Ensure all communications, particularly relating to Team members, owners, guests and the Corporate office are handled promptly and professionally
• Receive and distribute mail, ensure outgoing mail is dispatched in a timely manner
• Maintain adequate supplies of office stationary
• Identify and build internal and external relationships
• Carry out all filing
• Comply with all key security mandates
• Report any maintenance issues or hazards
• Report defective materials and equipment
• Assist with special projects related to the Teams
• Review, verify, organize and record invoices into our systems, ensuring the accuracy of invoice numbers, dates, pricing units and G / L coding. Match invoices against purchase order receipts and inventory / goods receipt records. Identify and investigate invoice discrepancies, to include variances between quantity received and quantity invoiced, pricing and unit measurements
• Forward invoices to the appropriate department manager for approval. Maintain follow up as needed. Review supplier statements to verify that all invoices are received and entered; follow up with a supplier for any missing invoices. Respond to supplier inquiries in a timely manner. Research information internally towards efficient resolution. Escalate complex issues to the appropriate manager. Take initiative in communicating with suppliers for scheduled ship dates, and maintain scheduling calendar for incoming shipments
• Provide general administrative and office support, to include arranging meetings, office lunches / breakfasts, and post-meeting tidy up
• Other duties as assigned, as business needs demand

Since being founded in 1919, Hilton has been a leader in the hospitality industry. Today, Hilton remains a beacon of innovation, quality, and success. This continued leadership is the result of our Team Members staying true to our Vision, Mission, and Values. Specifically, we look for demonstration of these Values :

In addition, we look for the demonstration of the following key attributes :

Hilton is the 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.

Hilton is proud to have an award-winning workplace culture. We 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 innovative programs and benefits such as :