Administrative Coordinator

2 days ago

Bethesda, Maryland, United States RLJ Lodging Trust Full time
Job Summary

The Administrative Assistant provides comprehensive administrative support to the Design and Construction Executives and the department under the leadership of the Senior Vice President of Design and Construction. This role involves developing and implementing organizational systems to enhance departmental efficiency, as well as assisting the Design and Construction team with various functions such as budgeting, financial analysis, scheduling, and database preparation and tracking.

Key Responsibilities
  • Act as the internal and external liaison for department executives to facilitate efficient daily operations.
  • Assist the team with daily workflow, including drafting, typing, proofreading, and editing various documents and communications.
  • Coordinate travel arrangements and related logistics.
  • Schedule appointments and manage the department Outlook calendar and contacts.
  • Arrange meeting logistics, including reserving rooms, coordinating participants, and providing refreshments or catering as needed.
  • Organize logistics and action items for departmental initiatives.
  • Ensure compliance with policies and procedures for office projects.
  • Support the coordination of multi-disciplinary teams for development and capital projects.
  • Prepare PowerPoint presentations, including necessary charts and graphs.
  • Collaborate with executives to compile written project updates and meeting minutes as needed.
  • Assist with special projects assigned by the Senior Vice President.
  • Maintain an organized electronic and paper filing system for departmental records.
  • Support the Design & Construction team with G Drive navigation.
  • Process departmental invoices, prepare expense reports, and track reimbursements.
  • Screen and manage incoming mail, as well as prepare outgoing mail and overnight deliveries.
  • Provide administrative support for capital projects, including permit signature management, budget oversight, contract management, and invoice administration as needed.
  • Serve as a backup receptionist when required.
Requirements
  • 5-7 years of administrative experience.
  • High School Diploma required; some college preferred.
  • Experience in Construction Management is a plus.
  • Knowledgeable with E-Builder, Visio, MS Office Suite, Yardi Voyager (Yardi Asset and Property Management Software) or enterprise accounting / project management systems is a plus.
Work Environment
  • Position is based in Bethesda, MD.
  • Onsite in the office four days a week, with one designated remote workday.
Compensation and Benefits
  • $70,000 - $75,000/annually.
  • Target bonus up to 10%.
  • Paid Time Off, Paid Holiday.
  • Healthcare benefits – Medical, Dental, and Vision.
  • 401(k) Retirement Plan with company match.
  • Short and Long-Term Disability coverage.
  • Life Insurance coverage.
  • Flexible Spending Accounts.
  • Transit or/parking benefits.
  • Discounted gym membership.

RLJ Lodging Trust is an equal opportunity employer. We encourage you to apply even if your experience is not a 100% match with the position. We are looking for someone with relevant skills and experience, not a checklist that exactly matches the job description. We want to help you grow and in return, you help us grow into a stronger, even more inclusive organization. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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