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Senior Administrative Coordinator

2 months ago

Philadelphia, Pennsylvania, United States HHM Hotels Full time

Opportunity:
Senior Administrative Coordinator

The Senior Administrative Coordinator will provide essential support to the executive team and facilitate corporate office operations at HHM Hotels.

The ideal candidate will possess strong analytical abilities and exceptional communication skills, thriving in a dynamic and fast-paced corporate environment that prioritizes values and results.

This position demands focus and adaptability to deliver maximum impact and value to the executives it supports efficiently.


The successful individual will demonstrate a high level of emotional intelligence and discretion in various situations, coupled with robust written and verbal communication, organizational, and administrative skills. They will effectively manage multiple priorities while being prepared to engage externally as needed.


The Senior Administrative Coordinator will independently manage projects from inception to completion and must be capable of working under pressure to handle a diverse range of activities and confidential matters with the utmost discretion.


Responsibilities

Your Focus

  • Execute a wide array of administrative tasks, including tracking key project statuses, managing a busy calendar of appointments, preparing expense reports, drafting and preparing correspondence (some of which may be confidential), arranging complex travel plans, and compiling documents for travel-related meetings.
  • Act as a representative for employees and external stakeholders.
  • Organize and coordinate internal meetings and conference calls on behalf of the executives.
  • Oversee and manage comprehensive travel itineraries (airfare, hotel, car rentals) in advance, ensuring contingency plans are in place for any potential issues.
  • Process all expenses and identify opportunities for cost savings.
  • Schedule meetings and conduct relevant research to benefit the executives.
  • Proactively maintain calendars to ensure timely completion of deliverables.
  • Prioritize events and meetings to optimize executive schedules.
  • Foster relationships between executives and all internal and external contacts by serving as a liaison.
  • Coordinate logistics for events, including preparation of materials, room setup, dress code verification, and catering arrangements as necessary.
  • Manage and facilitate meetings with the board of directors, clients, and other key stakeholders, ensuring ongoing stakeholder engagement.
  • Uphold confidentiality when handling sensitive information related to communications and itineraries.
  • Draft speeches, presentations, and communications for key leaders.
  • Adhere to sustainability guidelines and practices.
  • Practice safe work habits.
  • Perform additional duties as assigned by management.

Qualifications

Your Background and Skills

  • Prior administrative experience at the executive level is highly preferred.
  • Proficient in Microsoft Excel, Word, and PowerPoint.
  • Strong writing skills, with experience and interest in internal and external communications and marketing.
  • Based in Philadelphia with occasional travel requirements.