【Gajoen Tokyo】Administrative Assistant

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! As an Administrative Assistant, you’re not just providing support to department managers – you’re spreading the light and warmth of hospitality by delivering memorable experiences that make the stay for every guest.

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

• Administrative Support:  Ensure accurate communication with Director of Operations and Operation Head of Departments, assist with Project coordination, invoicing and purchase orders, and support daily operations when required.
• Procurement & Supplier Management:  Process supply orders through hotel systems, manage supplier relationships, and follow up on deliveries and invoices.
• Quality & Compliance Oversight:  Inspect incoming goods, maintain QA documentation, and support audit processes to ensure compliance with standards with Operation Team and Engineering/Security Team. 
• Sustainability & ESG Initiatives:  Actively contribute to environmental programs such as ESG and LightStay to support the hotel’s sustainability goals.
• Guest Communication and Experience: Support Director of Operations and Operation Team with communicating guest experience, following up with guests’ issues and arrange necessary action plans to ultimately elevate the experience of customers. Following up with Stay Scores,and coordinating the Quality Team. 
• Managing meeting schedules for Director of Operations, including HOD’s, Internal meetings as well as with vendors.

• Prepare meeting agendas, minutes, presentations, and follow-up action plans.

• Monitor project timelines and communicate status updates to stakeholders.

• Track ongoing operational initiatives and ensure timely follow-up on action items.

• Handle confidential information with discretion and professionalism.

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:

• Strong attention to detail and accuracy in administrative work.
• High level of interpersonal skills in both oral and written communication.
• Previous experience in an administrative role is desirable.
• Effective time management and ability to follow directions.
• Good verbal and written communication skills.
• Strong organizational, supervisory, and administrative capabilities.