Administrative Assistant & Office Coordinator
HHM Hotels
About the role
This role will provide support to senior level executives and must be analytical with strong communication skills, and enjoy working in a dynamic and fast-paced corporate environment that is values-driven and results-oriented. This role will also support the entire office operations for all team members, which will require flexibility to deliver the highest service to the office associates it supports.
The individual will report to multiple senior stakeholders, but will often work independently on projects, from conception to completion, and must be able handle a wide variety of activities. The position is in-office in the company’s Center City Philadelphia corporate office.
Your Focus
Complete a broad variety of administrative tasks, including: tracking status of key projects and initiatives; managing an active calendar of appointments; completing expense reports; arranging complex and detailed travel plans, itineraries, and agendas.
Monitor and schedule conference room meetings, coordinating IT requirements, as necessary.
Greet visitors upon arrival and notify necessary parties of the arrival.
Monitor the front desk reception area, meeting rooms, and maintain general appearance.
Sort and distribute mail and shipments promptly, as well as generate shipment labels and
contact vendors for courier service, as necessary.
Monitor break room supplies and maintain overall condition of kitchen (including dishwashing
duties).
Maintain a log of security passes for guests and associates.
Arrange and organize internal meetings and conference calls on behalf of the executives.
Set up all logistics for office-wide social and celebratory events, including materials
preparation, room set-up, ordering food and drinks.
Maintain confidentiality when handling sensitive information pertaining to all communication
and itineraries.
Practice safe work habits and perform other duties as requested by management.
Your Background and Skills
Administrative experience supporting corporate offices and/or company executives
Proficient in MS Office applications, particularly Excel and PowerPoint.
Preferred experience using Google’s email platform.
Strong written skills, including experience and interest in internal and external
communications and marketing.
Onsite role based in Philadelphia
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Questions, answered
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