Administrative Assistant

This role is based at our office in Miami, FL

This is your chance to be part of an in-house Commercial Services team that propels Hilton’s sales, marketing, revenue management, reservations, and analytics functions! As an Administrative Assistant you will support these areas which are at the core of Hilton’s “commercial engine” and are important to Hilton’s ability to achieve profitable growth. As part of the Commercial Services team reporting to multiple VP’s and Commercial Directors, 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 Vice President level 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 and attention to detail will be essential to the success of smooth and efficient daily commercial functions.

What you’ll do during a typical day:

• Schedule and handle the leader’s calendars, including booking domestic and international travel itineraries. This includes keeping track of VISAS needed for travel, passport renewals, and Global Entry expirations.
• Management of calendars through scheduling or calls & meetings, protecting time needed to work on priorities and avoid appointment conflicts and/or duplication
• Arrange and confirm meeting dates, locations, guestroom and meeting space reservations, transportation and other travel logistics, equipment, and food & beverage.
• Draft and/or prepare expense reports, documents, reports, correspondence, emails, and presentations and take meeting minutes as required.
• Maintain contact lists, files, and equipment/supplies.
• Track and maintain budgets and processing and tracking of invoices.
• Coordinate end-to-end onboarding logistics for new Team Members, including onboarding schedules, meet-and-greet lists, equipment and supply orders, travel details and logistics.
• In-person participation will be required at different meetings throughout the year.
• Expected travel at 10% of working days throughout the calendar year.

How you’ll 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.
• Liaise with the Commercial Services team, internal departments and external suppliers.
• Partner with HR, IT, functional leaders, and administrative partners to confirm new-hire orientation, equipment pickup, office tours, and cross-functional introductions.

Deliverables you’ll take ownership of:

• Coordinate and provide onsite support for team meetings and external outings.
• Provide administrative support associated with special projects across Commercial Services as required.

What It Takes to Make the Stay

You have these minimum qualifications:

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