Administrative Personal Assistant to Directors
Hilton Worldwide, Corporate Office - Middle East & Africa
Total years of experience :15 years, 6 Months
Administrative Personal Assistant to:
Senior Director of Engineering Operation - Middle East, Africa & Turkey
Senior Director Information Technology - Middle East, Africa& Turkey
Senior Director Corporate Communications - Middle East, Africa& Turkey
Duties and Responsibilities:
Schedule and manage calendar and travel arrangements for all three Directors.
Draft and /or prepare memoranda’s and business correspondence for them ensuring the accuracy of all documents provided.
Co-ordinate the on-boarding activities for new and / or transferring team members into their departments.
Handle, organize and prioritize incoming calls received for the Directors
Maintain departmental correspondence and confidential files for the Directors.
Takes meeting notes when necessary.
Design and prepare departmental reports (i.e. charts, graphs, tables, business plans).
Create and develop visual presentations.
Prepare expense reports & co-ordination of invoices.
Pulls researches and enter data into spreadsheets and / or databases.
Monitor incoming emails, prioritizing issues and responding to any requests possible.
Schedule meetings and complete arrangements for meeting venues and food & beverage as required for Directors
Maintain contact lists and task lists as necessary.
+ Office Reception Duties:
Answer incoming telephone calls, determines purpose of calls, and forward calls to appropriate personnel or department.
Pick up and deliver the mail.
Assist in booking the meeting rooms for meetings and ensure that the meeting rooms are well set up.
Receive and welcome all the visitors, determine nature of business, and announce visitors to appropriate personnel.
Apprise the GM of the day to day activities of the section.
Papers filing
Arrange appointments and meetings for the GM, recording same in diary and ensure the GM has the appropriate documentation for each appointment.
Take minutes of attended meetings, accurately transcribe and circulate to appropriate personnel.
Prepare replies to routine correspondence for GM's signature.
Take dictation of correspondence as required.
Maintain a filing and trace system.
Answer all incoming calls for the GM and either transfer, redirect or take a message.
Make travel arrangement
Handel the Emails
Knowledgeable of OPERA system
Answering all telephone calls, emails, faxes inquiries with regards to the room reservations.
Sells the best-rated room to meet the guest’s needs and maximize the room revenue.
Liaise with the Sales Department regarding booking of group rooms, banquet or conventions and long-term apartment tenants.
Understand and follow reservation policy pertaining to guarantees, cancellations and no-shows and communicate them clearly to each guest.
Knowledgeable of all hotel information including room types, facilities, promotions and other information necessary to answer guest queries.
Knowledgeable of all Specific arrangements between hotel and travel agencies, corporate clients and reservation center/s.
Knowledgeable of Internal (within the hotel) and external (city or country-wide) functions, events and exhibitions
Ensure that the complete details are recorded according to the departmental standard operating procedures.
Modify and cancel reservations as required.
Resolving the no show, reservation traces and preparing the tomorrow’s arrival.
Knowledgeable of all VIP policies and procedures and be able to implement as well as revise.
Research all guests problem when necessary especially payment and billing instructions.
Handle guest queries, requests and complaints related to reservations in a polite and efficient manner.
Assist the guest and provide additional guest service such as: transportation, Ahlan service or Marhaba, visa requests, restaurant reservations.
Promptly and courteously handling all the hotel reservation requests both incoming and outgoing.
Selling local excursions mainly to Cairo, Luxor, Aswan and Alexandria.
Arranging all kinds of transportation for the entire guests.
Giving promptly reply for all the E-mails from corporate clients.
Attending calls and provide the right information to the clients for what they need.
Promptly and courteously handling all the hotel reservation requests both incoming and outgoing.
Arranging for holidays packages to Far East and Europe.
Selling local excursions mainly to Cairo, Luxor, Aswan and Alexandria.
Arranging for meet and assist for the entire guest at the airport.
Arranging all kinds of transportation for the entire guests.
Giving promptly reply for all the E-mails from corporate clients.
Attending calls and provide the right information to the clients for what they need.
Using Amadeus System in searching for availability for both hotels and flight tickets.
