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Executive Assistant

4 months ago

Philadelphia, Pennsylvania, United States HHM Hotels Full time


Overview

Opportunity: Executive Assistant

The Executive Assistant will support members of the HHM Hotels' executive team and corporate office operations. The ideal candidate will 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 requires focus and flexibility to deliver the highest impact and greatest value to the executives it supports in the most efficient way.

The ideal individual will have the ability to exercise strong EQ and a high level of discretion in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities in addition to being external facing as situations warrant.

The Executive Assistant works independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Your Focus

  • Complete a broad variety of administrative tasks, including: tracking the status of key projects and initiatives; managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; managing key relationship and contact lists; and, compiling documents for travel-related meetings.
  • Serve as a representative to employees and outside individuals.
  • Arrange and organize internal meetings and conference calls on behalf of the executives.
  • Coordinate and manage abundant travel itineraries (airfare, hotel, car rentals) in advance, and be prepared with a backup plan should issues arise.
  • Process all expenses and look for ways spending can be minimized.
  • Schedule meetings and complete appropriate research that will benefit the executives.
  • Proactively maintain calendars to ensure deliverables are completed correctly and on time.
  • Prioritize events and meetings for optimal time management of executive schedules.
  • Build relationships between the executives and all internal and external individuals by serving as a liaison.
  • Set up all logistics for events, including materials preparation, room set-up, dress code verification, and ordering food and/or drinks (if required).
  • Manage and coordinate board of director, client, and other key stakeholder meetings as well as a cadence for ongoing stakeholder management
  • Maintain confidentiality when handling sensitive information pertaining to all communication and itineraries.
  • Write drafts of speeches, general presentations, and communications for key leaders
  • Follow sustainability guidelines and practices
  • Practice safe work habits.
  • Perform other duties as requested by management.

Your Background and Skills

  • Administrative experience at the executive level is highly preferred.
  • Proficient in Excel, Word, and PowerPoint.
  • Strong written skills, including experience and interest in internal and external communications and marketing.
  • Based in Philadelphia with occasional travel

HHM Benefits and Perks

  • Medical, Dental and Vision Health Insurance
  • Paid Time Off
  • 401k Company Match
  • Free Basic Life Insurance
  • Travel Discounts
  • Commuter Transit and Commuter Parking Benefits
  • 24/7 access to TELUS Health, a confidential work-life resource.
  • Educational/Professional Development
  • Technology Reimbursements

Work Environment and Context

  • Extended work hours may be required.
  • Required to sit for extended periods, lift up to 10 pounds, bend, reach, use hands and fingers to operate a keyboard.

What We Believe

People Are Our Capability – Hearts That Serve – Only Excellence – Stay Nimble - Own It



About Us

HHM Hotels is proud to be an equal-opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, marital status, pregnancy, national origin, ancestry, age, religion, disability, veteran status, genetic information, citizenship status, or any other group protected by law.

Source: Hospitality Online