Hotel Events & Travel Coordinator

One Ocean Resort & Spa; Palm Springs, Northern (CA, KY); Hybrid; USD 30,000 - 36,000; Full time

Job summary

Renaissance Palm Springs Hotel in Palm Springs, CA is seeking an organized Administrative Assistant to support multiple departments in a fast-paced office.

You will manage calendars, coordinate meetings, arrange travel, process invoices and purchase orders, and assist with special projects. The role requires 2–3 years of experience, advanced Microsoft Office skills, and the ability to maintain confidentiality.

Qualifications

• 2–3 years administrative assistant experience.
• Ability to build long-standing professional relationships.
• Advanced Microsoft Office skills; familiarity with payroll/HR systems.

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

Email management

Travel arrangements

Microsoft Office

Communication

Proactive problem solving

Tools

Outlook

Word

Excel

PowerPoint

SharePoint

Payroll systems

Job description

Renaissance Palm Springs Hotel in Palm Springs, CA is seeking an organized Administrative Assistant to support multiple departments in a fast-paced office.

You will manage calendars, coordinate meetings, arrange travel, process invoices and purchase orders, and assist with special projects. The role requires 2–3 years of experience, advanced Microsoft Office skills, and the ability to maintain confidentiality.