Administrative Assistant to SVP Continental Europe (based in Continental Europe)

Please note that although our preference is for this role to be based in Spain, from our Area Corporate Offices in either Barcelona or Madrid, we are open to applications from candidates based in any of the following countries, where we also have Area Corporate Offices: the Netherlands, Portugal, Italy, Poland, Austria and Germany.

About Hilton

Hilton is one of the largest and fastest growing hospitality companies in the world, with more than 8000 properties 118 countries and territories. In the over 100 years since our founding, we have defined the hospitality industry and established a portfolio of 24 world-class brands, including our flagship Hilton Hotels & Resorts brand, which is the most recognized hotel brand in the world. We have more than 195 million members in our award–winning customer loyalty program, Hilton Honors.

Position Overview

We are seeking a highly organized and proactive Administrative Assistant to provide full-time administrative support to the Hilton SVP of Operations for Continental Europe. This enterprise role encompasses both managed and franchise operations across 600 hotels, requiring advanced and pro-active meeting preparation, outstanding presentation creation skills, and proactive diary management. The successful candidate will work flexibly from home or the office and demonstrate strong decision-making capabilities and take a proactive approach to communication with stakeholders. This role is crucial in supporting the SVP with administrative tasks, coordinating meetings, and liaising with hotel owners, GMs, and corporate PAs.

Key Responsibilities

Administrative Support (70%)

• Diary Management: Efficiently manage the SVP’s calendar, prioritize appointments, schedule travel, and coordinate meetings with a proactive approach.
• Communication: Draft correspondence, prepare presentations, and manage emails with attention to detail and confidentiality.
• Organization: Maintain organized files and ensure efficient inbox management.
• Project Support: Research, compile, and enter data into spreadsheets, draft project plans, and suggest process improvements.
• Internal Communication: Prepare and send regular internal messages, including News & Sharing content for GMs, utilizing social media platforms like LinkedIn and Instagram.
• Expense Management: Assist with expense reports and approve direct reports’ expenses on behalf of the SVP.
• Invoice Handling: Verify invoices for accuracy and process them for payment.
• Advanced Meeting Preparation: Organize and prepare for meetings with detailed agendas and briefing documents, ensuring stakeholders are informed in advance.

Coordination of Activities & Events (20%)

• Event Management: Organize GMs calls, conferences, and events, both virtual and in-person, ensuring all logistics are handled smoothly.
• Travel Coordination: Arrange travel logistics, including room bookings and transfers.
• Report Compilation: Gather and compile information for regular and ad-hoc reports.
• Meeting Preparation: Ensure agendas and briefing documents are prepared for meetings and hotel visits.

Relationship Management (10%)

• Internal & External Relations: Build productive relationships with internal and external stakeholders, including other PAs and hotel teams.
• Company Representation: Serve as a known point of contact and represent the company professionally.
• Product Knowledge: Develop a working knowledge of the company’s products and services.
• Qualifications
• Essential Attributes & Skills
• Proactive & Organized: Self-starter with excellent organizational skills and attention to detail.
• Communication: Strong verbal and written communication skills; capable of diplomatic and poised interactions.
• Confidentiality: Ability to manage confidential information with discretion.
• Flexibility: Willingness to work flexibly, including occasional overtime and travel.
• Technical Proficiency: Proficient in MS Office (Word, Excel, PowerPoint, Outlook), Webex, Microsoft Teams, Instagram, LinkedIn, etc.
• Adaptability: Ability to respond positively to changing role requirements and improve operational efficiency.
• Decision-Making: Demonstrated ability to make informed decisions and manage timelines effectively.

What are we looking for:

• Demonstrable experience in a similar role in an international business with a high-volume matrix environment.
• A self-starter who is well-organized, detail-oriented, assertive, and takes ownership of responsibilities with a positive attitude and high energy.
• Forward-Thinking: Anticipates future needs and takes initiative to plan and execute tasks without specific instructions.
• Strong Communication Skills: Excellent time management, organizational, and communication skills, with the ability to convey messages diplomatically and effectively, both written and verbal. Fully active on social media platforms.
• Adaptable & Flexible: Capable of working flexibly, including occasional outside of the regular working day, when faced with critical deadlines and able to quickly respond to changing role requirements to enhance operational efficiency.
• Tech Savvy: Proficient in MS Office (Word, Excel, PowerPoint, Outlook), Webex, Microsoft Teams, Instagram, LinkedIn, and ability to display discretion with confidential information.
• Reliable & Detail-Oriented: Consistently completes assignments on time and communicates delays in advance, with exceptional attention to detail.
• Preferrable: hospitality experience/knowledge
• Travel Requirements: Approximate 10% travel will be required including overnight stays. 
• Location: Ability to work flexibly across home and office.

If you are a pro-active, detail-oriented administrative professional with the skills and experience outlined above, we invite you to apply for this exciting opportunity to support a leading executive in the hospitality industry.

What is it like working for Hilton?

The future of hospitality is bright at Hilton: 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.

We support the mental and physical well-being of all Team Members, so they can Thrive, thanks to innovative programs and benefits such as workplace flexibility, career growth and development, and our Go Hilton travel discount program. Hilton prioritizes understanding and integrating our Team Members’ unique perspectives and voices—along with those of our Guests, Owners, Suppliers, and Partners—to cultivate a diverse and inclusive environment for all. Check out the Hilton Careers blog and Instagram to learn more about what it’s like to be on Team Hilton!

We are an equal opportunity employer and value diversity at our company. We will ensure that qualified individuals with protected disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions of his or her role, and to receive other benefits and privileges of employment.

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