Administrative Assistant & Office Coordinator

HHM Hotels; Philadelphia (Philadelphia County); On-site; USD 40,000 - 56,000; Full time

Job summary

HHM Hotels in Center City Philadelphia is seeking an Administrative Assistant & Office Coordinator to support senior executives and manage a fast-paced, values-driven office environment.

You will handle calendars, travel planning, meetings, front desk duties, event logistics, and confidential communications while ensuring smooth office operations on a daily basis.

Qualifications

• Experience supporting corporate offices and executives.
• Strong MS Office, Excel, and PowerPoint proficiency.
• Onsite role based in Philadelphia.

Responsibilities

• Complete a broad variety of administrative tasks, including tracking status of key projects and initiatives and managing an active calendar of appointments.
• Complete expense reports and arrange complex travel plans, itineraries, and agendas.
• Monitor and schedule conference room meetings and IT requirements as needed.
• Greet visitors upon arrival and notify necessary parties.
• Monitor the front desk reception area, meeting rooms, and maintain general appearance.
• Sort and distribute mail and shipments and generate shipment labels.
• Maintain break room supplies and overall kitchen condition.
• Maintain a log of security passes for guests and associates.
• Arrange and organize internal meetings and conference calls for executives.
• Set up logistics for office-wide social and celebratory events, including materials and food orders.
• Maintain confidentiality in handling sensitive information.
• Practice safe work habits and perform other duties as requested by management.

Skills

MS Office

Excel

PowerPoint

Google Workspace

Written communication

Administrative support

Job description

Opportunity: Administrative Assistant & Office Coordinator

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.

Responsibilities

• 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 material 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.

Qualifications & 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