Hospitality Admin & Events Coordinator

Murrieta Hot Springs Resort; Baltimore (MD); Hybrid; USD 22,000 - 33,000; Part time

Job summary

Hotel Indigo Baltimore Downtown is seeking a detail-oriented administrative assistant to support multiple departments in a fast-paced office. The role emphasizes calendar management, meeting coordination, and professional communication.

You will organize travel, prepare documents, process invoices, and assist with budget tracking. Must be discreet, proactive, and capable of working independently as well as part of a team.

Qualifications

• Minimum of 2–3 years administrative assistant experience, preferably supporting more than one person.
• Demonstrated ability to build long-standing professional relationships.
• Advanced skills in Microsoft Office (Outlook, Word, Excel, PowerPoint) and payroll/HR systems, plus SharePoint.
• Ability to quickly reprioritize and shift gears in a changing environment.
• Must maintain a high level of confidentiality and work independently or as part of a team.

Responsibilities

• Manage calendars and proactively organize time with discretion.
• Arrange ongoing and ad hoc meetings and conference calls.
• Coordinate meeting logistics and book conference rooms, AV, and catering as needed.
• Track action items and follow up to ensure resolution and status reporting.
• Prepare, proofread, and format written correspondence and documents.
• Process invoices, purchase orders, and assist with monthly budget reconciliation.
• Assist with special projects and vendor contracts as required.

Skills

Calendar management

Email management

Communication skills

Attention to detail

Research online

Interpersonal skills

Time management

Tools

Outlook

Word

Excel

PowerPoint

SharePoint

Job description

#26-2516

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Location Description

24 West Franklin Street, Baltimore, Maryland 21201

The cultural heart of Baltimore beats loudly at Hotel Indigo® Baltimore Downtown. Our neighborhood is a hub of Charm City history and arts, and our upscale boutique hotel reflects the area's vibrancy with every detail. While there are many things to do in Baltimore, there are also a great number of discoveries to make right here in our hotel. Relax with a book (by hometown author Edgar Allan Poe, perhaps) from our hotel library, and sleep under a literary-themed mural in your guest room. Sip on some of the best craft cocktails in our hotel restaurant, Poets Modern Cocktails & Eats. Sample the honey produced at the hotel by our three honey bee colonies, which can be viewed from our fourth-floor guest rooms. And visit with our canine greeter, Xander, a Blue Brindle Cane Corso who invites you and your own pups to stay at our pet-friendly hotel, enjoy dog treats, and play at the nearby Howard Park Dog Park.

Job Description

What you get to do: We're looking for a go-getter who can seamlessly integrate in our world, is eager to learn about the business and can efficiently support the needs of our departments. We are looking for someone who has a great attention to detail, takes initiative and enjoys the challenges of working in a fast-paced office environment.

• Manage calendars and proactively organize time as required using expert judgment and discretion.
• Arrange ongoing/recurring as well as ad hoc meetings and conference calls.
• Schedule conference rooms, set up audio visual or on-line meeting tools, order meals if needed and overall event coordination.
• Coordinate and ensure meeting logistics are in place.
• Create systems to help manage priority issues and timely deadlines through email management and support or other practices.
• Refer or delegate business issues or questions to others for resolution on behalf of team. Follow up to ensure issue or question resolution.
• Track action items using a follow-up system, tool or process, communicate and report on status.
• Manage travel arrangements, including booking air or ground transportation, hotel accommodations, providing travel support as needed including adjustments to itineraries, shipping of materials and other on-the-fly needs.
• Compose, proofread, edit and format written correspondence, agendas, and documents.
• Manage and process invoices and purchase orders; follow through on all invoices to ensure approvals and checks are cut in a timely manner, and supporting monthly team budget reconciliation processes as necessary.
• Assist with special projects on an as-needed basis, including managing and tracking projects.
• Assist with creation of vendor contracts and distributing final contracts to involved parties.
• Prepare and manage expense reports

Location

Baltimore Downtown Hotel Indig-BDI

Requirements

• Minimum of 2-3yrs years administrative assistant experience. Preferably supporting more than one person.
• Has demonstrated an ability to build long standing professional relationships.
• Expert at managing email and conducting research online and presenting in an organized fashion.
• Must have advanced skills in the use of Microsoft Office products (Outlook, Word, Excel, PowerPoint) as well as working knowledge with specific applications such as payroll, HR systems and SharePoint.
• Ability to quickly reprioritize, shift gears quickly to react to an ever changing environment.
• Comfort with ambiguity at times and can think on your feet. Proactive and resourceful in solving problems.
• Strong follow-up skills are essential.
• Must be able to work independently and as a team member.
• Must have ability to follow-through on completion of tasks and responsibilities with a high degree of quality control; ability to manage up to supervisors
• Ability to maintain a high level of confidentiality.
• Must be fun and professional and demonstrate excellent interpersonal and communication skills.
• Physical Requirements (In-Office Role)
• Ability to work in a standard office environment.
• Prolonged periods of sitting at a desk and working on a computer. (6-8 hours a day)
• Occasional standing and walking throughout the workday.
• Frequent fine motor skills, use of hands and fingers for keyboarding/typing, utilizing a mouse or trackpad, writing, and operating office equipment.
• Ability to communicate effectively verbally and in writing.
• Occasionally required to stand, walk, bend, reach, or carry items.
• Ability to lift and/or move 10–25 pounds as needed (e.g., files, office supplies).
• Visual ability to read from a computer screen and printed materials including close visual focus for extended periods and color differentiation (for certain roles).
• Ability to hear and participate in conversations and meetings, use phone and/or headset
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the role.

Status

Part-time

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