Hotel Admin & Calendar Coordinator

Pier House; Baltimore (MD); On-site; USD 2,066,000 - 3,031,000; Part time

Job summary

Hotel Indigo Baltimore Downtown is seeking an organized Administrative Assistant to support multiple departments in a fast-paced office. The role emphasizes calendar management, meeting coordination, travel arrangements, and document preparation, with a strong focus on confidentiality.

The ideal candidate has 2–3 years of administrative experience, expert email handling, and advanced Microsoft Office skills.

Qualifications

• Minimum 2–3 years of administrative assistant experience.
• Has demonstrated an ability to build long standing professional relationships.
• Expert at managing email and researching online and presenting in an organized fashion.
• Advanced skills in Microsoft Office (Outlook, Word, Excel, PowerPoint) and familiarity with payroll, HR systems and SharePoint.
• Ability to quickly reprioritize and adapt to changing environment.
• Strong follow-up skills; able to work independently and as part of a team.
• Ability to maintain confidentiality.

Responsibilities

• 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

Skills

Calendar management

Meeting scheduling

Email management

Travel coordination

Discretion

Attention to detail

Tools

Microsoft Office

Outlook

Excel

PowerPoint

SharePoint

Payroll systems

HR systems

Job description

Hotel Indigo Baltimore Downtown is seeking an organized Administrative Assistant to support multiple departments in a fast-paced office. The role emphasizes calendar management, meeting coordination, travel arrangements, and document preparation, with a strong focus on confidentiality.

The ideal candidate has 2–3 years of administrative experience, expert email handling, and advanced Microsoft Office skills.