I.B.O International

With thousands of hotels in over 100 countries and territories, Hilton offers countless opportunities to delight. From an open door to a welcoming smile and an exceptional experience, we offer the millions of travellers who stay with us every year a welcome they will never forget. In addition to our flagship brand, Hilton Hotels & Resorts, the family of brands includes Waldorf Astoria, LXR, Conrad, Canopy, Curio Collection, DoubleTree, Hilton Garden Inn, Hampton and many others.

If you appreciate the impact global travel can have on the world, you may be just the person we are looking for to work as a Hilton Team Member. Because it’s with Hilton where we never forget the reason we're here: to delight our guests, Team Members, and owners alike.

Position Statement (if any)

The Administrative Assistant provides executive assistance and secretarial services to the General Manager. The role will coordinate activities in the Executive Office and assist other departments when required. He / she will also oversee all administrative functions including proper distribution of internal and external mail, independent correspondence and up-to-date registry system - to maintain an efficient and effective Executive Office.

The Administrative Assistant will also provide administrative assistance to the commercial team in their efforts to drive awareness of the hotel and confirm business leads. They will also be responsible for communications between the General Manager and the hotel owners and Hilton regional offices.

The Learning & Development Assistant Manager develops (in conjunction with HR Manager), coordinates and implements all corporate and other hotel-appropriate training programs to promote a well-trained team resulting in positive guest relations. Working with the hotel’s department heads, ensures that company standards are met and measured. Coordinate the overall training function and to research, monitor and evaluate training activities.

W

hat will I be doing? Position Summary (bullet points)

As the Administrative Assistant, you will be responsible for performing the following tasks to the highest standards:

Arrange appointments and meetings for the General Manager, record same in diary and ensure the General Manager has the appropriate documentation for each appointment.

• Attend meetings such as the department head meeting, executive committee meeting and any other when requested.
• Take minutes of attended meetings, accurately transcribe and circulate to relevant persons as soon as possible after the meeting.
• Receive visitors and guests. In the absence of the General Manager, answer questions and concerns and follow through resolutions.
• Arrange room and restaurant reservations for VIP guests/personnel if requested.
• Assist with travels arrangements for business trips as required.
• Assist the General Manager in compiling guest data to be used for service quality improvement.
• Assess priorities of work and, wherever possible, assist in organizing General Manager’s priorities.
• Answer calls in the Executive Office as required.
• Prepare replies and take dictation of correspondence as required.
• Assist with verbal and written translations.
• Maintain strictest confidentiality at all times on all matters.
• Demonstrate essential overall knowledge of the organization.
• Understand the responsibilities of other sections and departments and cooperate with them.
• Adhere to the hotel’s security and emergency policies and procedures.
• Prepare and maintain files, reports, letters, memorandums and other relevant business documentation.
• Ensure all reporting and servicing deadlines are met on a timely basis.
• Maintain an accurate tracking system for prompt handling of issues concerned.
• Order and maintain office supplies for the shared office space.
• Abide by the team member handbook, hotel policies and procedures and hotel Code of Conduct.
• Maintain personal presentation to hotel standards, demonstrate professional attitude and behaviour at all times.
• Carries out any other reasonable duties and responsibilities as assigned.
• Overall supervision of production of hotel printed materials and design projects to ensure compliance with Hilton brand standards.
• Coordinate and implement of various hotels projects in liaison with other hotel departments and / or outside organizations / government bureaus.
• Maintain updated profiles of the hotel’s key personnel.
• To coordinate the printing, design as well as adherence to the corporate guidelines for all printed materials of the hotel.
• Design and oversee production of signage, banquet posters, banners, backdrops, décor.
• Ensure that Hilton identity guidelines are followed on creative materials (i.e. hotel brand, color, specifications).
• Regularly check, update and respond to social media posts, reviews and comments as per guidelines and escalate any negative reviews to the Guest Operations Manager and General Manager for review and further response.
• The Management reserves the right to change / extend this job description if necessary, at any point of time during her / his employment.
• Carry out any other reasonable duties and responsibilities as assigned.
  
  
  

As the Learning & Development Assistant Manager, you will be responsible for performing the following tasks to the highest standards:

Drive brand values and philosophy through all training and development activities

• Develop individualized and group training programs that address specific business needs
• Plan, implement, coordinate and/or present corporate training programs in accordance with current Hilton requirements related training to meet specific departmental needs and target tangible results
• Create a curriculum to facilitate strategic training based on the organization’s goals
• Select and manage resources, including working with both internal users and vendors to develop and deliver curriculum and training
• Develop, lead, and execute tailor-made learning initiatives, programs, projects based on up-to-date promotion strategies through multiple delivery modalities (Face-to-face, Virtual, Social Learning, Micro-Learning, etc.) within assigned budget
• Review hotel training and update as necessary. Analyze current training needs for the hotel departments and individuals and make recommendations as needed. Develops or researches training for specific hotel needs.
• Track, input, maintain and audit all individual employee training records of in house programs including department orientation records for new hires on a computer system.
• Oversee and monitor all departmental training program by conducting audits and making recommendations for compliance.
• Develop annual training calendar. Compile monthly and quarterly reports of training activity. Conduct necessary analysis to asses specific departmental and training needs.
• Coordinating the use of outside training resources.
• Responsible for successful management and operations of trainings by measuring the progress of employee improvements towards communication skills, job skills and English skills.
• Checking and improving all service standards established by the company.
• Participating in community projects or activities in order to promote the hotel’s image and cooperation to improve community relationships.
• Evaluating objectively the training performance of related employees.
• Motivating employees to grow within the company.
  
  
  

What are we looking for?

An Administrative Assistant cum Learning and Development Assistant Manager, at Hilton Garden Inn, is always working on behalf of our Guests and working with other Team Members to deliver outstanding results for the hotel. To successfully fill this role, you should maintain the attitude, behaviors, skills, and values that follow:

Minimum 3 years relevant experience, preferably in a medium to large size hotel of which must be in a similar capacity.

• Have a good understanding of hotel operations, practices and procedures.
• Proficiency in Microsoft Office programs like Word, Excel, PowerPoint etc. and basic knowledge of Desktop Publishing System.
• Good language skills in English, both verbal and written.
• Secretarial skills, i.e. typing, filing systems, office workflow etc.
• Independent correspondence skills.
• Strong communication, good interpersonal and relationship management skills.
• An independent individual but also a team Player who possesses high initiative, good judgement, organization and time management skills.
• Ability to be resourceful, creative, maintain flexibility and able to work well under pressure.
• Capability of conducting trainings and developments of employees at all levels
• Strong inter-personality and leadership skills
• Excellent public speaking skills (track record of presentation or public speaking training course)
• Strong in driving results, people management and development
  
  
  

Work Locations

Hilton Garden Inn Da Nang

Schedule

Full-time

Brand

Hilton Garden Inn

Job

Human Resources