Operations Secretary

Hilton; Kuala Lumpur; On-site; MYR 36,000 - 48,000; Full time

Job summary

Hilton in Kuala Lumpur is seeking an Operations Secretary who will be the welcoming face and trusted support for the General Manager and guests. You will manage schedules, coordinate VIP amenities, and respond to guest feedback with warmth and professionalism.

This role emphasizes organizational excellence, confidential handling of information, and proactive coordination across departments to ensure smooth operations and memorable guest experiences.

Qualifications

• Exceptional interpersonal and communication skills, both written and verbal.
• Proven experience in an administrative or secretarial role.
• Strong time management and ability to prioritize tasks effectively.
• Confidential handling of sensitive information with discretion.
• Well-organized with strong administrative and coordination abilities.

Responsibilities

• Manage the General Manager's calendar, appointments, and meetings with precision.
• Serve as the welcoming face of the Executive Office, handling guest inquiries, feedback, and survey responses with professionalism.
• Organize VIP welcome cards, amenities, and thoughtful touches to enhance guest experiences and support promotions.
• Prepare reports, presentations, and meeting minutes with accuracy and confidentiality.
• Monitor guest satisfaction metrics and loyalty surveys, seeking feedback for service improvements.
• Maintain proper handling of office equipment, report issues, and ensure smooth internal communication across departments.

Skills

Interpersonal communication

Communication skills

Time management

Discretion with confidential info

Organizational skills

Team player

Tools

Microsoft Office

HotSOS

Job description

Exceptional Hospitality Starts with You

Picture yourself brightening someone’s day. When you join our Hotels team, that’s exactly what you’ll do every time you come to work! You are the welcoming face and trusted support behind the scenes, ensuring everything runs smoothly for our General Manager and guests alike. From managing a busy schedule and coordinating VIP amenities to responding to guest feedback with professionalism and warmth, you help create memorable experiences that reflect the highest standards of hospitality. As a

Operations Secretary, you’re not just an organiser – you’re spreading the light and warmth of hospitality by delivering memorable experiences that make the stay for every guest.

Responsibilities

Here’s what you’ll do during a typical day:

• Executive Support & Scheduling: Manage the General Manager’s calendar, appointments, and meetings with precision, ensuring smooth coordination and time management.


• Guest Relations & Communication: Serve as the welcoming face of the Executive Office, handling guest enquiries, feedback, and survey responses with professionalism and warmth.


• VIP & Event Coordination: Organize VIP welcome cards, amenities, and thoughtful touches like gift vouchers to enhance guest experiences and support hotel promotions.


• Administrative Excellence: Prepare reports, presentations, and meeting minutes with accuracy and confidentiality, supporting effective decision-making.


• Quality & Service Improvement: Monitor guest satisfaction metrics and loyalty surveys, actively seeking feedback to drive continuous service enhancements.


• Operational Support: Maintain proper handling of office equipment, report issues via HotSOS, and ensure smooth internal communication across departments.

Qualifications

At Hilton, our core values define what it takes to succeed here and guide the qualities we look for in every team member:

A passion for spreading the light and warmth of Hospitality. Acting with Integrity and always doing the right thing. Inspiring others through Leadership. A belief that Teamwork drives the best outcomes. A sense of Ownership and accountability. And a focus on the Now, bringing urgency and discipline to every moment, knowing it can make a lasting impact.

In Addition, This Role Requires The Following Minimum Qualifications

• Exceptional interpersonal and communication skills, both written and verbal.


• Proven experience in an administrative or secretarial role is preferred.


• Strong time management skills with the ability to prioritize and follow directions effectively.


• Confident in handling confidential information with discretion and professionalism.


• Well-organized with strong administrative and coordination abilities.


• A proactive, detail-oriented team player who thrives in a fast-paced environment.

About Us

Join an Award-Winning Workplace Culture

At Hilton, we don’t just deliver exceptional experiences for our guests—we build an exceptional workplace for the Team Members who make it all possible. As a global leader in hospitality, we’ve welcomed more than 3 billion guests worldwide, all while staying true to our founding vision: to fill the earth with the light and warmth of hospitality.

Our award-winning culture has earned us repeated recognition on the World’s Best Workplaces list by Great Place to Work and Fortune. With our suite of world-class brands , and a company-wide commitment to providing the best stay for every guest, we’re setting new standards for the future of travel.

Whether you’re starting your career or exploring something new, Hilton supports your journey every step of the way. Come for the job, stay for the career—and help us make every stay a little more magical.

Curious about life at Hilton? Explore our Careers Blog to see why we’re more than a great place to stay—we’re a great place to work.