Executive Assistant I

Hilton Hotels; Honolulu (HI); On-site; USD 66,000 - 87,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401k with company match

Stock purchase program

Paid time off

Paid parental leave

Educational and advancement programs

Employee travel discounts

Job summary

Hilton Grand Vacations is hiring an Executive Assistant I to provide clerical and administrative support to the Senior Vice Presidents of Sales and Marketing in Honolulu, Hawaii. The role offers on-site work, a competitive hourly base rate, and a comprehensive benefits package including health coverage and retirement plans.

The successful candidate will manage calendars, travel arrangements, prepare reports, and coordinate executive-level communications.

Qualifications

• 2+ years of clerical/administrative experience.
• 1+ year of customer service experience.
• Strong interpersonal skills and attention to detail.
• Proficient with MS Office applications.
• Flexible schedule and ability to travel as needed.

Responsibilities

• Provides clerical and administrative support to the SVPs of Sales & Marketing.
• Manages calendars, schedules meetings, prepares agendas and presentations.
• Coordinates travel for SVPs and tracks expenses.
• Prepares reports and meeting materials for executive leadership.
• Maintains confidentiality and handles sensitive information.
• Assists with events and communications for Sales & Marketing teams.

Skills

Calendar management

Email & communication

Organization

Interpersonal skills

MS Office proficiency

Tools

MS Office Suite

Visio

Job description

Come and experience the difference in working for a company that values each one of its employees! Where You Belong isn't just a tagline – it's a promise. Whether you're starting your career or looking for your next opportunity, HGV is a place where your talent is valued, your growth is supported, and your work makes a real impact.

The Executive Assistant I will provide clerical and administrative support to the Senior Vice Presidents of Sales and Marketing.

We offer an excellent benefits package to our full-time Team Members that include:

• Base Rate of Pay is $31.49/hour - $42/hour, commensurate with experience
• Medical, Dental, and Vision insurance from Day One
• Financial Wellness – 401k plan with company match, Life insurance, Company stock purchase program
• HGV provides access to outstanding Team Member benefits, discount travel programs and much more! Join HGV to access these premier benefit programs today!
• Generous Paid Time Off Program and Paid Sick Days, Paid Parental leave.
• Team Member Recognition and numerous learning and advancement opportunities
• and so much more!

HGV was awarded four out of five stars for fostering a culture of work-life balance and family-friendly benefits, and is one of Newsweek's "America's Greatest Workplaces for Parents & Families." Over the past 30 years, the highest honor we've received is the continued loyalty of our Owners, Members and Guests. We've also earned accolades for the remarkable work of our dedicated Team Members throughout our resorts, call centers and corporate offices.

Responsibilities

Additional Responsibilities Include:

• Performs communication functions including but not limited to email, notifications, SVP communication, systems management, filing, faxing, copying, processing mail and memorializing meeting notes and initiatives. Generate and creating reports.
• Prints and files reports (hard copy and digital versions) and prepare executive leadership for executive meetings.
• Works with site administrative assistants and projects teams to obtain and update key meeting notes for executive report outs.
• Provides proactive calendar management and scheduling including, but not limited to, organizing and preparing the SVPs for meetings and appointments, scheduling meetings, preparing agendas, talking points and presentations, gathering materials and updating logistical information (meeting locations, dial-in numbers, etc.).
• Manages the travel needs of the SVPs including, but not limited to, planning, scheduling and booking travel, creating detailed itineraries, scheduling meetings, functions and meals and preparing and tracking expense reports in a timely manner.
• Tracks, monitors and prioritizes tasks and projects, collaborating with multiple parties of all levels and handling sensitive and confidential information.
• Processes documents for the SVP including, but not limited to, obtaining information and signatures and tracking documents through to completion.
• Facilitate planning of company events (i.e. team member dinners, holiday events, conferences), external client meetings and related preparation and presentation packages.
• Works with corporate business partners and site level administrative assistants to handle Corporate Executive Travel within Hawaii for Sales/Marketing Leadership including but not limited to meet & greet scheduling, townhalls, trainings, etc.
• Attend and manage events in person as requested by SVPs.
• Develops a general understanding of the business to provide administrative assistance and support
• Demonstrates excellent interpersonal communication skills and confidentiality in the handling of incoming telephone calls and correspondence
• Demonstrates strong organizational skills and attention to detail in a fast-paced work environment.
• Maintains a professional appearance and attitude.
• Purchasing office supplies and equipment as needed for sales and marketing corporate offices.
• Carries out reasonable tasks based on the need of the business.

Qualifications

Qualifications - What are we looking for?

Hilton Grand Vacations is a leader in the vacation ownership industry, operating with an unwavering dedication to innovation, quality, and continued growth. To fulfill this role successfully, you will have the following minimum qualifications and experience:

• 2+ years of clerical, administrative support, and/or office work experience
• 1+ year of experience in customer service
• Ability to interact and communicate successfully with all levels of customers/guests, managers and executives
• Strong interpersonal skills and attention to detail
• Flexible work schedule, able to travel as required for business needs
• Proficient with MS Office (Outlook, Word, Excel, Teams)

It would be advantageous to demonstrate the following capabilities and distinctions:

• 5+ years of clerical, administrative support, and/or office work experience
• 3+ years of Sales/Marketing experience in timeshare
• Fluent in Japanese and English
• Ability to resolve customer service-related issues in a timely manner
• Experience with Visio or other project management software

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.