Job Description

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. 

Secretary to Hotel Manager with Conrad Hotels and Resorts 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.

As a Secretary Hotel Manager, you are responsible for carrying out the daily activities of the Executive office to deliver an excellent staff experience. Specifically, you will be responsible for performing the following tasks to the highest standards:

• Carry out daily administrative activities of the Executive office while adhering to Conrad Standards, policies and procedures
• Arrange appointments and meetings, record them in the calendar / diary and ensure the Hotel Manager has the appropriate documentation for each appointment.
• Provide secretarial support to the Executive team
• Ensure all communications, particularly relating to owners, guests and the Corporate office are handled promptly and professionally
• Ensure outgoing mail is despatched in a timely manner
• Provide minutes to meetings and compile reports in a timely and accurate manner if necessary
• Assist with translations, verbal and written.
• Assist the Hotel Manager to deal with hotel related official documents, such as owner's report, thank you letters, complaint letters and other business documents.
• Comply with all key safety & security mandates and ensure all the record-keeping is up to date
• Assist in organizing internal activities and keeping the necessary records.
• Handle hotel's main e-address during working hours
• Arrange room and restaurant reservations for VIP guests / personnel if requested.
• Answer telephone calls in the Executive Office as and when required.
• Maintain adequate supplies of office stationary
• Carry out all filing
• Maintain strictest confidentiality at all times on all matters.
• Identify and build internal and external relationships
• Maintain own work area in a clean, tidy and good manner
• 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.
• Ensure all reporting and servicing deadlines are met on a timely basis.
• Carry out any other reasonable duties and responsibilities as assigned.

What are we looking for? 

To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:

• Excellent verbal and written communication skills in English and Japanese (TOEIC 850 or above required). 

High level of translation and interpretation will be required for this role.

• Excellent administration and IT skills

• Excellent skills in Word, excel, and power point

• Committed to delivering a high level of customer service, both internally and externally

• Flexibility to respond to a range of different work situations

• Ability to work under pressure

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