Executive Secretary I DoubleTree by Hilton Sharjah

What are we looking for

An Executive Secretary/F&B Coordinator serving Hilton brands is always working on behalf of our Guests and collaborating with other Team Members. To successfully fill this role you should maintain the attitude behaviours skills and values that follow:

• Qualifications & Skills:

• Bachelors degree in Hospitality Management Business Administration or related field. (Advantage)

• Minimum 2-3 years of experience as an Executive Secretary F&B Coordinator or similar role in hospitality.

• Strong communication and interpersonal skills.

• Proficient in MS Office (Word Excel PowerPoint Outlook).

• Excellent organizational and multitasking abilities.

• Knowledge of Food and Beverage (F&B) operations is an advantage.

• Fluency in English required.

• Excellent verbal and written communication skills

• Excellent administration skills

• Flexibility to respond to a range of different work situations

It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:

• Previous administrative experience in a fast-paced environment

What will it be like to work for Hilton

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 travelers 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!

An Executive Secretary/ F&B Coordinator is responsible for carrying out the daily activities of the Executive office to deliver an excellent staff experience while providing secretarial support managing the mail and carrying out filing.

What will I be doing

As an Executive Secretary/ F&B Coordinator you will be responsible for carrying out the daily activities of the Executive office to deliver an excellent staff experience. An Administrative Assistant / Executive Secretary will also be required to provide secretarial support manage mail and carry out all filing. Specifically you will be responsible for performing the following tasks to the highest standards:

Administrative Support to General Manager:

• Manage the General Managers calendar meetings travel arrangements and appointments.

• Prepare correspondence reports presentations and confidential documents.

• Handle incoming calls emails and communication on behalf of the GM.

• Maintain accurate filing systems and ensure document confidentiality.

• Liaise with department heads to follow up on action plans and deadlines.

• Coordinate GMs participation in owner meetings cluster communications and brand initiatives.

• Support in preparing monthly performance reports and executive summaries.

  F&B Coordination:

• Assist the F&B Department in scheduling meetings and circulating follow-ups.

• Support in planning special events and VIP arrangements.

  Communication & Liaison:

• Act as a central communication point between GM HODs and the F&B team.

• Ensure timely flow of information and documentation to relevant stakeholders.

• Coordinate with HR for departmental trainings new joiner onboarding and communication updates.