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Position Statement

The Real Estate and Asset Management (REAM) team is the custodian of Hilton's global leased and joint-venture interests. This includes portfolio management activities for circa 50 hotels in Europe, the Middle East, Africa, Asia, and the Americas. The mandate of the group is to enhance the long-term value of the portfolio through appropriate capital investments, restructurings, workouts, and acquisitions/dispositions. We are recruiting a candidate keen to be a central part of our team and to provide administrative support to the Senior Vice President as well as other key members of the Real Estate team as required, along with generating weekly/monthly department reports.

Position Summary

The individual will be coordinating complex travel arrangements for the SVP and the REAM team, take full ownership of the SVP Real Estate and Asset Management's diary and lead on meetings management. The position will involve some event management work and liaison with international offices, hotels, and owners. Other duties include (but are not limited to) coordinating schedules, arranging travel/meetings, updating budget/forecast information, tracking team movements, formation of letters / reports / minutes / presentations, update of weekly / monthly excel reports, dealing with ad hoc enquiries, including call / email screening.

The role holder will be accustomed to working in an environment where accuracy and attention to detail are essential.They must be able to multi-task with a positive and flexible attitude. The successful candidate will be a team player with a high degree of professionalism, loyalty, confidentiality, and the ability to communicate effectively at all levels.

We are only considering candidates based in London, and able commute to Watford office- This is a Hybrid role

Administrative Activities 60%

• Provides administrative assistance to SVP Real Estate and Asset Management including diary management, scheduling, travel arrangements, drafting correspondence - including presentations, taking phone calls, preparing expense reports, and assisting with emails, tasks and contacts, plus other ad hoc administrative requests as required
• Maintains department correspondence and files including familiarisation with files held in offsite storage
• Takes meeting notes as and when requested
• Designs and prepares departmental reports, e.g. charts, graphs, tables etc.
• Tracks the department budget and expenditures, and raises concerns
• Drafts, participates in, and completes allocated projects with minimal supervision within the required timescales
• Prepares REAM announcements and departmental updates to send out to internal stakeholders
• Undertakes general office duties including ordering stationery and invoice processing
• Maintains contact lists and task lists for team

Coordinating Activities 20%

• Responsible for routine coordination and support of the Real Estate and Asset Management team. Works independently or with a team on special projects as requested
• Assists with conferences & meetings arrangements
• Coordinating travel:arranging room bookings, transfer logistics and visas (when needed)
• Compilation of information for reports as needed

Support Activities 20%

• Develops and maintains productive working relationships with external and internal customers, representing the company and becoming a known point of contac
• Develops and maintains positive working relationships with hotel and owner admin teams
• Develop and maintains a working knowledge of Hilton's products and services
• Creates/finalises slides for presentations
• Drafts and/or prepares memorandums and business correspondence, ensuring the accuracy of all documents provided
• Updates weekly/monthly excel reports related to the annual capital plan and portfolio's performance including chasing information as required to meet deadlines

What are we looking for

• Self-starter, well organised, detail oriented, assertive, possesses initiative and takes ownership of responsibilities with a high degree of positive energy and drive
• Anticipates future events and takes action to ensure that appropriate plans are put in place, where possible in advance, without the need for specific instruction
• Excellent skills in time management, organisation, coordination, and communication (written and verbal)
• Capable of diplomatic and poised communication
• Completes assignments on time or advises in advance of delays
• Excellent attention to details
• Manages confidential information with complete discretion
• Able to work on a flexible basis and to work occasional overtime when faced with critical deadlines
• Proficient in MS Office packages including Word, Excel, PowerPoint, and Outlook
• Ability to respond quicky and positively to the changing requirements of the role

Required Qualifications

• Minimum Education: GCSE level education (or equivalent)
• Proficiency in MS Office packages (including but not limited to Word, Excel, PowerPoint, Outlook, Teams)
• Management Experience: Not required
• Secretarial certifications