Sales Admin - Hotel Indigo Baltimore

remingtonhotelscareers; Baltimore (MD); On-site; USD 42,000 - 62,000; Full time

Job summary

Remington Hotels in Baltimore, MD is seeking a proactive Administrative Assistant to support multiple departments with discretion, strong organization, and a detail-oriented approach. You will manage calendars, arrange meetings, coordinate travel, process invoices, and assist with special projects while maintaining confidentiality and professional communication.

The role requires 2–3 years of experience and a Bachelor’s or Associate degree is preferred.

Qualifications

• 2–3 years of administrative assistant experience, preferably supporting multiple people.
• Ability to build long-standing professional relationships and maintain confidentiality.
• Excellent email management and online research skills with organized presentation.

Responsibilities

• Manage calendars and organize time with expert judgment and discretion.
• Arrange ongoing/recurring as well as ad hoc meetings and conference calls.
• Schedule conference rooms, set up AV or online meeting tools, and coordinate meals.
• Coordinate meeting logistics and travel arrangements.
• Create systems to manage priority issues and deadlines via email or other practices.
• Follow up on issues, track action items, and report status.
• Process invoices and purchase orders; support monthly team budget reconciliation.
• Assist with special projects and vendor contracts as needed.
• Prepare and manage expense reports.

Skills

Email management

Research skills

Communication skills

Time management

Interpersonal skills

Confidentiality

Problem solving

Education

Bachelor's degree

Associate degree

Tools

SharePoint

Payroll systems

HR systems

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.

Your day-to-day:

• 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

• 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.
• Bachelors or Associates degree preferred.

• 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.