[NOTE] This position requires both Japanese and English proficiency, Please indicate your language level in your resume, or you will be declined.

The Personal Assistant (Secretary) will provide support to the General Manager in the Executive Office. The role’s core duties will include secretarial services, coordinating activities in the Executive Office and assisting other Executive Assistants and Secretaries when required. This role oversees all administrative functions including proper distribution of internal and external mail, independent correspondence and an up to date registry system to maintain an efficient and effective Executive Office. 

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What will I be doing? 

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As the Personal Assistant (Secretary), you will be responsible for performing the following tasks to the highest standards: 

\n\nArrange appointments and meetings for the General Manager, record them in the calendar / diary and ensure the General Manager has the appropriate documentation for each appointment. \nAttend meetings such as Department Head Meeting, Executive Committee Meeting and any other when requested and take minutes of attended meetings. \nReceive visitors and guests on behalf of the General Manager and in his / her absence, answering questions and concerns and following through with resolutions. \nArrange room and restaurant reservations for VIP guests / personnel if requested. \nArrange and coordinate the General Manager's schedule and remind him / her in time. \nAssist the General Manager in compiling guest data to be used for service quality improvement. \nAssess priorities of work and, wherever possible, assist in organizing the General Manager’s priorities. \nAnswer telephone calls in the Executive Office as and when required. \nAssist the General Manager to deal with hotel related official documents, such as owner's report, thank you letters, complaint letters and other business documents. \nFile and record all business documents as required. \nCheck documents submitted by departments and record when use the stamp. \nAssist with translations, verbal and written. \nMaintain strictest confidentiality at all times on all matters. \nDemonstrate essential overall knowledge of the organization. \nUnderstand the responsibilities of other sections and departments and cooperate with them. \nAdhere to the hotel’s security and emergency policies and procedures. \nDemonstrate professional attitude and behavior at all times. \nPrepare and maintain files, reports, letters, memorandums and other relevant business documentation. \nEnsure all reporting and servicing deadlines are met on a timely basis. \nMaintain an accurate tracking system for prompt handling of issues concerned. \nOrder and maintain office supplies. \nAbide by the team member handbook, hotel policies and procedures, hotel code of conduct. \nMaintain personal presentation to hotel standards. \nThe Management reserves the right to change / extend this job description if necessary, at any point of time during her / his employment. \nCarry out any other reasonable duties and responsibilities as assigned.\n\n

What are we looking for? 

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A Personal Assistant  (Secretary) serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow: 

\n\nMinimum 3-5 years relevant experience. \nStrong proficiency in Japanese and English to meet business needs.\nResourceful, creative and maintain flexibility. \nPassionate about delivering exceptional guest experiences. \nAble to work independently as well as in teams. \nTake ownership of your actions and decisions. \nAble to operate with a sense of urgency and discipline. \nProficient in Microsoft Office. \nAble to do basic translation, advantageous. \n\n

 

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What will it be like to work for Hilton? 

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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 travellers 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!